Everything on file.Ten years.
One place for incoming invoices, receipts and travel expenses.
In short: Receipt archive in XOS: capture receipts, read PDFs with AI, approve them and store them unalterably, with a retention period overview and change log.
As of November 12, 2026 · ProzessXCapture, check, approve and retain receipts for ten years.
What this module handles for you.
Capture and filter receipts
Create receipts with issuer, invoice number, net, gross, tax rate and category: invoice, credit note, receipt, travel expenses or other.
Capture PDFs with AI
Upload a PDF and XOS reads the issuer, invoice number, amounts, date and IBAN from the text. Scanned PDFs without text are captured by hand.
Check electronic invoices
For ZUGFeRD and XRechnung, XOS checks the mandatory fields such as number, date, seller, buyer, total amount and currency. This is not a full validation against the official schemas.
Approval and immutability
Authorized people approve or reject receipts. Payment status, cost center and assignments remain editable.
Retention period at a glance
Every receipt gets a ten-year retention period when it is created. It cannot be deleted before then, and the overview shows receipts whose period ends in less than a year.
Assign and track payment
Assign a receipt to a posting, link a supplier or project, and record whether it is open or paid, with method and date.
From paper receipt to verified archive.
An example of an incoming invoice.
Also in the chat: the ERP Agent can search, view and capture receipts. Deleting is a critical step and needs your confirmation.
Frequently asked questions.
Can I still change an approved receipt?
Not the content fields such as issuer, amounts, date and category. Payment status, cost center, and supplier and project assignment, yes.
Can I delete receipts before the retention period ends?
No. A receipt can only be deleted once the retention period is over and it is neither assigned nor approved.
See the receipt archive in your daily work.
Book a consultation.
Together we look at your processes and show you what XOS can take over. 60 minutes, free and without obligation.
- Choose a timeOpen slots in the calendar, by video call or phone.
- Prefer to talk now?+49 7452 6051953Give us a call, we also answer questions without an appointment.