---
title: AI receipt archive in XOS | XOS
description: Receipt archive in XOS: capture receipts, read PDFs with AI, approve them and store them unalterably, with a retention period overview and change log.
url: https://xos.prozessx.com/en/modules/documents/
---

# Everything on file. Ten years.

One place for incoming invoices, receipts and travel expenses.

[Book a demo →](https://xos.prozessx.com/en/book-a-demo/)[Sign up](https://xos.prozessx.com/signup)

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 · ProzessX

Read the receipt, detect the fields, approve, lock. Sample view, simplified.

Finance and ERP

## Capture, check, approve and retain receipts for ten years.

In the ERP package €149 per seat per month, only available as a complete package

Everything €249 per seat per month, all modules

[Book a demo →](https://xos.prozessx.com/en/book-a-demo/)[All prices](https://xos.prozessx.com/en/pricing/)

## What this module handles for you.

01

### Capture and filter receipts

Create receipts with issuer, invoice number, net, gross, tax rate and category: invoice, credit note, receipt, travel expenses or other.

02

### 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.

03

### 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.

04

### Approval and immutability

Authorized people approve or reject receipts. Payment status, cost center and assignments remain editable.

05

### 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.

06

### 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.

Sample process

### From paper receipt to verified archive.

An example of an incoming invoice.

Upload a PDF, XOS creates a draft

Check and correct the values

Approval by an authorized person

Mark the payment as paid

Retention period runs, the receipt stays unalterable

Also in the chat: the ERP Agent can search, view and capture receipts. Deleting is a critical step and needs your confirmation.

## Related modules.

[AccountingDouble-entry bookkeeping with an unalterable journal and DATEV export.](https://xos.prozessx.com/en/modules/accounting/)[PurchasingOrder, inspect goods, and only pay the invoice after matching.](https://xos.prozessx.com/en/modules/purchasing/)[Project PlanningProjects, Kanban tasks, budget and time posting.](https://xos.prozessx.com/en/modules/project-planning/)

## 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 demo →](https://xos.prozessx.com/en/book-a-demo/)[Sign up](https://xos.prozessx.com/signup)