Digitizing Invoices for E-conomic in Denmark

The process of scanning invoices into e-conomic is a practical way to store them digitally in the system. This is especially useful for supplier invoices for larger purchases and receipts for smaller purchases. For supplier invoices, the user selects the type of scan as Leverandør invoice and enters the date, supplier name, invoice number, total amount including VAT, currency, payment term, cost account, and any relevant text for accounting in the appropriate fields. For receipts, the user selects the Finansbilag scan type and fills in the fields for date, amount with VAT, currency, accounting note, account type, opposite account, and text for accounting. By using these fields to accurately input invoice and receipt information, users can keep organized and comprehensive financial records in e-conomic.

Benefits of digitizing invoices for Danish businesses using e-conomic

Digitizing supplier invoices in e-conomic gives Danish businesses a faster, more accurate and compliant way to handle day-to-day bookkeeping. Instead of paper folders and manual typing, all documents are stored centrally in the cloud, linked directly to your accounting entries and ready for your accountant or auditor.

Time savings and fewer manual errors

When invoices are scanned or sent directly to e-conomic, key data such as supplier, invoice number, date, due date, amounts and VAT are captured automatically with OCR. This significantly reduces the need for manual data entry and the risk of typing errors in amounts or VAT codes. For many small and medium-sized Danish companies, this can save several hours per month that would otherwise be spent on routine bookkeeping tasks.

Digital workflows also make it easier to keep your accounts up to date. Invoices can be approved and posted continuously instead of being processed in large batches at the end of the month or quarter, which helps you keep better control of liquidity and upcoming payments.

Better cash flow control and overview

With all invoices digitized in e-conomic, you get a real-time overview of outstanding supplier balances and upcoming due dates. This makes it easier to plan payments, avoid reminder fees and interest, and use supplier credit periods strategically. You can quickly filter and search by supplier, amount, due date or project, which is particularly useful if you work with many suppliers or have seasonal fluctuations in purchases.

Digital invoices are also easier to link to cost centers, departments or projects in e-conomic. This gives management a clearer picture of where costs arise and supports better budgeting and cost control.

Compliance with Danish bookkeeping and VAT rules

Under the Danish Bookkeeping Act and VAT rules administered by Skattestyrelsen, businesses must store accounting material, including invoices, for at least 5 years from the end of the financial year. Digitizing invoices in e-conomic helps you meet these requirements by ensuring that documents are stored securely, systematically and in a way that makes them easy to retrieve in case of a tax inspection or audit.

Digital invoices in e-conomic retain all legally required information, such as supplier’s CVR number, invoice date, invoice number, description of goods or services, VAT rate and VAT amount. Because the invoice image is stored together with the accounting entry, it is easy to document the basis for deductible input VAT and deductible business expenses, for example for mixed-use costs where only the business-related part is deductible.

Secure storage and GDPR-friendly handling

When invoices are digitized and stored in e-conomic, they are kept in a secure cloud environment instead of in physical binders or on local computers. This reduces the risk of loss due to fire, water damage or theft and supports the security requirements in the Danish Bookkeeping Act and GDPR.

Many invoices contain personal data, for example names, private addresses or other identifying information. A digital solution makes it easier to control who has access to which documents, to log access and to delete or restrict access when it is no longer necessary for accounting or legal purposes. This supports the GDPR principles of data minimisation and integrity and confidentiality.

Easier collaboration with your Danish accountant

Digitized invoices in e-conomic make collaboration with your Danish accountant or accounting firm far more efficient. Instead of sending paper folders, email attachments or USB sticks, your accountant can access all invoices directly in the system, including invoice images, accounting entries and notes.

This reduces the number of clarification questions and missing documents, shortens the time needed for year-end closing and preparation of the annual report, and can help lower your accounting fees. It also makes it easier for your accountant to perform ongoing checks of VAT coding, correct use of Danish VAT rates (for example 25% standard VAT, 0% for exempt transactions and reverse charge where applicable) and proper classification of costs.

Prepared for digital audits and new bookkeeping requirements

Danish authorities are increasingly expecting companies to be able to deliver digital accounting data and documentation. By digitizing invoices in e-conomic, your business is better prepared for digital audits and for current and future requirements under the Danish Bookkeeping Act, including requirements for digital bookkeeping systems and structured data.

Because all invoices are stored in a uniform, searchable structure, it is quick to extract documentation for specific periods, suppliers, projects or VAT returns. This can significantly reduce the time and internal resources needed to handle a tax inspection or auditor requests.

Scalable processes as your business grows

For growing Danish businesses, manual invoice handling quickly becomes a bottleneck. A digital workflow in e-conomic scales much more easily: you can increase the number of invoices, users and approval steps without losing control or overview.

Combined with features such as Smart Inbox, email-in and integrations with expense apps, digitizing invoices lays the foundation for a more automated finance function. This allows you to focus more on analysis and business development and less on manual administration, while still meeting all Danish legal and tax requirements.

Legal and compliance requirements for digital invoices in Denmark (SKAT and bookkeeping law)

When you digitize invoices in Denmark and store them in e-conomic, you must comply with Danish bookkeeping law and tax rules from the Danish Tax Agency (Skattestyrelsen, formerly SKAT). Digital invoices are fully accepted, but they must meet specific requirements for content, format, retention and access.

Legal status of digital invoices in Denmark

Danish law treats digital invoices and scanned paper invoices as equivalent to original paper documents, as long as:

• the content is complete and unchanged
• the invoice is readable for the entire retention period
• you can document the invoice’s origin and integrity (who issued it, that it has not been altered)
• the invoice can be presented quickly to Skattestyrelsen or other authorities on request

Using e-conomic as your accounting system is accepted, including storage of invoices on servers located in other EU/EEA countries, provided that Danish authorities can obtain access to the data without undue delay.

Mandatory invoice content for Danish VAT purposes

To be valid for VAT (moms) and corporate tax purposes, your digital invoices must contain specific information. For most B2B invoices above the simplified invoice threshold, the following fields are required:

• Sequential invoice number (unique, gap-free series)
• Invoice date
• Seller’s full name and address
• Seller’s CVR or SE number
• Buyer’s full name and address
• Buyer’s VAT number for intra-EU supplies where reverse charge applies
• Clear description of goods or services supplied
• Quantity and unit price, excluding VAT
• Delivery date if different from invoice date
• Net amount (excluding VAT)
• Applicable VAT rate (e.g. 25%, 0% or exempt) and VAT amount in DKK
• Total amount including VAT
• Specific wording where required (e.g. “Reverse charge”, “VAT exempt”, “Margin scheme”)

For simplified invoices (e.g. retail sales to private customers up to the current Danish threshold for simplified invoices), fewer data fields are required, but the invoice must still allow Skattestyrelsen to identify the transaction and calculate VAT.

Retention periods and storage rules

Danish bookkeeping law requires that accounting records, including digital invoices and receipts, are stored for at least 5 full financial years after the end of the financial year to which they relate. Many companies choose to keep them longer for internal or contractual reasons, but 5 years is the legal minimum for tax and VAT documentation.

Digital storage in e-conomic is allowed if:

• the documents remain readable and accessible for the entire retention period
• you can export or provide copies to Skattestyrelsen in a commonly used electronic format (for example PDF, CSV or XML)
• you maintain a clear link between each invoice and the related accounting entries

If you change accounting system or provider, you must ensure that historical invoices and bookkeeping data remain available for the full retention period, either by keeping access to the old system or by exporting and archiving the data in a secure format.

Location of data and access for authorities

It is permitted to store invoices and bookkeeping data on servers outside Denmark, including in other EU/EEA countries, as is the case for many cloud solutions. However, you must ensure that:

• Danish authorities can obtain online access or receive exported data without undue delay if they initiate a control
• you can provide documentation in Danish or English on request
• your data processing agreement with the provider (e.g. e-conomic) clearly regulates access, backup and security

If data is stored outside the EU/EEA, additional GDPR transfer rules apply, such as the need for standard contractual clauses or other valid transfer mechanisms.

Bookkeeping law requirements for digital workflows

The Danish bookkeeping rules require that your digital invoice process in e-conomic supports:

• ongoing, timely bookkeeping of all business transactions
• a clear and documented workflow from receipt of invoice to approval and posting
• traceability from each posted entry back to the original invoice image or file
• protection against unauthorized changes or deletions of posted data

When you use scanning, Smart Inbox or email-in features, you should define internal procedures that describe who:

• receives and uploads invoices
• checks and approves amounts, VAT and supplier details
• posts invoices to the correct accounts and VAT codes

These procedures help you comply with the requirement for a reliable audit trail and internal control.

VAT (moms) documentation and digital invoices

To deduct input VAT on supplier invoices, Skattestyrelsen requires that:

• the invoice meets the formal content requirements for VAT
• the purchase relates to your VAT-liable business
• you can present the digital invoice during a VAT audit

For Danish businesses, the standard VAT rate is 25% on most goods and services. Certain supplies are exempt (for example most financial services, health services and education), while others may be zero-rated or subject to reverse charge rules. Your digital invoices must clearly indicate the correct VAT treatment so that e-conomic can calculate and report VAT correctly in your VAT returns.

For cross-border transactions within the EU, you must ensure that the invoice contains the buyer’s and seller’s VAT numbers where required, and that the correct wording and VAT codes are used for intra-Community supplies, acquisitions and reverse charge services.

GDPR and confidentiality for stored invoices

Digital invoices often contain personal data, such as names, private addresses or employee expenses. Under the GDPR and Danish data protection rules, you must:

• have a legal basis for processing personal data on invoices (typically legal obligation and contract)
• enter into a data processing agreement with e-conomic as your data processor
• limit access in e-conomic to employees who need the data for their work
• ensure appropriate technical and organizational security measures (access control, logging, backups, encryption where relevant)

When you digitize and centralize invoices in e-conomic, you reduce the risk of physical loss, but you must still manage user rights and ensure that sensitive information is not shared unnecessarily.

Audit trail and documentation for controls

During a tax or VAT audit, Skattestyrelsen may request:

• access to your e-conomic ledger and VAT reports
• copies of specific invoices and credit notes
• documentation of your approval workflows and internal controls

Your digital setup should allow you to quickly search, filter and export invoices by supplier, date, amount, account or VAT code. Keeping consistent naming conventions, correct supplier profiles and clear links between invoices and postings in e-conomic makes it easier to comply with such requests and reduces the risk of adjustments or penalties.

Role of your Danish accountant in ensuring compliance

A Danish accountant or bookkeeper familiar with e-conomic can help you set up a compliant digital invoice workflow by:

• configuring VAT codes and accounts according to Danish rules
• reviewing your invoice templates and supplier data for mandatory fields
• defining approval flows and user rights in e-conomic
• preparing documentation and exports for potential audits

By combining a structured digital process in e-conomic with up-to-date knowledge of Danish bookkeeping law and Skattestyrelsen’s practice, you can digitize invoices confidently while staying fully compliant.

Preparing your invoices for scanning: formats, quality, and mandatory data fields

Well-prepared invoices are essential for a smooth digitization process in e-conomic. Good quality scans, correct formats and all mandatory data fields help the OCR engine read your documents correctly and ensure that your bookkeeping complies with Danish VAT and bookkeeping rules.

Accepted formats for invoices in e-conomic

For most small and medium-sized Danish businesses, invoices are uploaded to e-conomic as image or PDF files, or received directly as electronic documents.

The most common formats are:

• PDF (recommended for most supplier invoices)
• JPEG or PNG (photos of receipts and small invoices)
• TIFF (less common, but supported by many scanners)
• Electronic invoices in OIOUBL / Peppol format, sent directly to your e-conomic inbox

When you scan paper invoices, always choose PDF if possible. Use a resolution of 200–300 DPI in black and white or greyscale. This is usually enough for clear text without creating unnecessarily large files that slow down processing.

Image quality: how to avoid OCR errors

e-conomic uses OCR to read supplier name, invoice number, dates, amounts and VAT. Poor image quality leads to incorrect data capture and more manual corrections. Before you scan or photograph an invoice, check that:

• The entire invoice is visible, including header, totals and footer
• Text is sharp and not blurred
• There are no strong shadows or reflections over key information
• The page is not skewed or rotated; if it is, rotate it before upload
• Coloured backgrounds or patterns do not make the text hard to read

If you use a smartphone, place the invoice on a flat, contrasting surface, hold the phone directly above the document and use natural light if possible. Avoid taking photos in very low light or with a strong flash that washes out the text.

Mandatory data fields on Danish invoices

To be accepted as valid documentation for VAT and tax purposes in Denmark, invoices must meet the requirements in the Danish VAT Act and the Danish Bookkeeping Act. The exact requirements depend on the invoice amount and whether the customer is a business or a consumer, but as a rule of thumb, every supplier invoice you digitize into e-conomic should clearly show at least the following:

• Supplier’s full name and address
• Supplier’s CVR number (or SE number, if applicable)
• Invoice date
• Sequential invoice number that uniquely identifies the invoice
• Customer’s name and address (your company)
• Customer’s CVR number if you are a VAT-registered business
• Clear description of goods or services supplied
• Quantity and unit price for each line item
• Invoice total excluding VAT
• VAT amount shown separately
• Applicable VAT rate (for most Danish supplies 25%)
• Invoice total including VAT

If the invoice includes items with different VAT treatments (for example 25% VAT, 0% VAT, or VAT-exempt items), each group must be clearly separated with its own base amount and VAT amount. This is important for correct VAT coding in e-conomic.

Special information that should appear on invoices

Depending on the type of transaction, additional information may be required or strongly recommended:

• Reverse charge (omvendt betalingspligt) within the EU: the invoice should state that VAT is accounted for by the customer, and the supplier should not charge Danish VAT. For example, for many B2B services from other EU countries, the invoice should show 0% VAT with a reverse charge note.
• Intra-EU supplies of goods: the invoice should show both parties’ VAT numbers and indicate that the supply is subject to 0% VAT under intra-Community rules.
• Export outside the EU: the invoice should indicate that the supply is exported and therefore subject to 0% Danish VAT.
• Credit notes: must clearly refer to the original invoice number and show negative amounts or a clear indication that it is a credit.
• Public sector customers: often require an EAN number and specific reference fields (e.g. order number, contact person) that must be visible on the invoice.

When these details are printed clearly, e-conomic can more easily suggest the correct VAT codes and accounts during posting.

Ensuring VAT compliance for Danish invoices

For Danish VAT-registered businesses, the standard VAT rate is 25% on most goods and services. Some supplies are exempt (for example certain financial services, health services and education), while others are zero-rated (such as exports). When you prepare invoices for scanning, make sure that:

• The VAT rate (25%, 0% or exempt) is clearly indicated for each line or group of lines
• The VAT base and VAT amount are shown separately for each rate used
• Any VAT-exempt items are clearly marked as exempt, not just left blank

This structure allows e-conomic to map the invoice correctly to your VAT codes, so your Danish VAT returns reflect the right taxable and exempt turnover and input VAT.

Practical tips before you scan or upload

Before you send invoices to e-conomic via Smart Inbox, email-in or the mobile app, run through a quick checklist:

1. Check that the invoice is complete and not missing pages
2. Verify that all mandatory fields are visible and readable
3. Make sure the supplier’s CVR number is present and not cut off
4. Confirm that totals and VAT amounts are clearly printed and not hidden in footers or side notes
5. Remove any personal notes or unrelated documents from the scan

For recurring suppliers, ask them to keep the same layout and field positions on every invoice. Consistent layouts significantly improve OCR accuracy and make it easier for e-conomic to learn and recognize each supplier’s invoices over time.

By focusing on correct formats, good image quality and complete, compliant data on every invoice, you reduce manual corrections, speed up your approval workflow and ensure that your Danish bookkeeping and VAT reporting in e-conomic are accurate and audit-ready.

Using e-conomic Smart Inbox and email-in features instead of manual scanning

Instead of printing and scanning every supplier invoice, you can send documents directly into e-conomic via Smart Inbox and email-in. This saves time, improves data quality and helps you stay compliant with Danish bookkeeping rules, which require that all vouchers are stored in a secure, traceable way for at least 5 years.

What is Smart Inbox in e-conomic?

Smart Inbox is a central inbox inside e-conomic where all incoming documents are collected before you post them to the ledger. It can receive invoices, credit notes and receipts from several sources:

• Emails sent to your unique e-conomic email-in address
• Files uploaded from your computer or mobile device
• Documents forwarded from integrated apps such as Pleo or Corpay One

Once a document lands in Smart Inbox, e-conomic can use OCR to read key data such as supplier name, CVR number, invoice number, date, due date, VAT amount and total amount. You then review and approve the data before posting the entry to your purchase ledger.

Setting up your email-in address

Every e-conomic agreement has a unique email-in address that you can use to send invoices directly into Smart Inbox. The address is typically found in the Smart Inbox settings in your e-conomic account. To use it efficiently:

• Share the address with your regular suppliers and ask them to send invoices as PDF attachments
• Create forwarding rules in your email client (for example, forward all emails from a specific supplier to the e-conomic address)
• Use separate aliases if you want to distinguish between, for example, supplier invoices and employee expenses

For best OCR results, ask suppliers to send one invoice per PDF file and avoid scanned images of poor quality. The clearer the PDF, the better the automatic data capture will work.

Sending invoices and receipts to Smart Inbox

You can send documents to Smart Inbox in several ways without using a physical scanner:

• Forward supplier invoices from your normal email inbox to the e-conomic email-in address
• Ask suppliers to send invoices directly to the e-conomic address as their primary billing email
• Upload files manually from your computer to Smart Inbox if you receive invoices via other channels
• Use the e-conomic mobile app to take a photo of a receipt and send it straight into Smart Inbox

This approach ensures that every document is stored digitally from the start, which supports the Danish requirement that accounting records must be kept in a way that prevents manipulation and ensures a clear audit trail.

How Smart Inbox replaces manual scanning

Manual scanning typically involves printing or collecting paper invoices, scanning them on a physical scanner and then uploading the files to your accounting system. With Smart Inbox and email-in, you remove several steps:

1. The supplier sends a PDF invoice directly to your e-conomic email-in address
2. The invoice appears automatically in Smart Inbox with the PDF attached
3. OCR reads the invoice data and suggests accounting details
4. You review, correct if needed, and approve the invoice for posting
5. The invoice is archived together with the accounting entry and can be retrieved for audits

This reduces manual data entry, lowers the risk of errors in invoice numbers, dates or VAT amounts and makes it easier to match invoices with payments and bank transactions.

Improving data quality with OCR and supplier recognition

When invoices arrive via Smart Inbox, e-conomic can automatically recognize suppliers based on CVR number, bank account or other identifiers. Over time, the system learns how each supplier’s invoices are usually booked, for example which cost account and VAT code you use.

This is especially useful in Denmark, where correct VAT handling is crucial. For example, standard VAT is 25%, but some expenses are fully non-deductible (such as most private expenses) and others are only partially deductible (for example, restaurant expenses where only 25% of the VAT is deductible for business entertainment). By using Smart Inbox together with supplier profiles and correct VAT codes, you reduce the risk of posting invoices with the wrong VAT treatment.

Supporting Danish bookkeeping and audit requirements

Danish bookkeeping law requires that all accounting records, including invoices and receipts, are stored securely and can be presented to the Danish Tax Agency (Skattestyrelsen) during an audit. Using Smart Inbox and email-in helps you meet these requirements because:

• Each invoice is stored together with the accounting entry in e-conomic
• It is easy to search by supplier, invoice number, amount or date
• You can document the full audit trail from original document to final posting
• Access can be controlled so only authorized users see sensitive documents

As long as you keep your e-conomic data for at least 5 years, you comply with the standard Danish retention period for accounting material. If your industry has longer retention requirements, you can export or back up documents accordingly.

Practical tips for Danish businesses

To get the most out of Smart Inbox and email-in in a Danish context, consider the following practices:

• Standardize invoice formats with your main suppliers and ask them to include your CVR number and any project or department references
• Use clear subject lines when forwarding emails, for example “Invoice – [Supplier name] – [Invoice number]”
• Set internal routines so employees always forward expense receipts to the same email-in address immediately after purchase
• Review Smart Inbox regularly, for example once per week or once per day, to avoid backlogs
• Let your Danish accountant or bookkeeper access Smart Inbox so they can help you classify and post invoices correctly

By replacing manual scanning with Smart Inbox and email-in, you streamline your invoice workflow, reduce administrative costs and strengthen compliance with Danish VAT and bookkeeping rules.

Setting up OCR and automatic data capture for supplier invoices in e-conomic

Optical Character Recognition (OCR) in e-conomic is one of the key tools that makes digitizing supplier invoices efficient and compliant with Danish bookkeeping rules. When it is set up correctly, the system automatically reads invoice data, suggests postings and reduces manual typing errors, while still allowing you and your accountant to keep full control over approvals and VAT treatment.

How OCR works in e-conomic for Danish supplier invoices

When you send a PDF or image of a supplier invoice to e-conomic (via Smart Inbox, email-in address or an integrated app), the system uses OCR to read the content and convert it into structured data. For Danish businesses, this typically includes:

• Supplier name, CVR number and address
• Invoice number and invoice date
• Due date and payment terms (for example 8 or 30 days net)
• Total amount, VAT amount and VAT rate (most often 25% Danish VAT)
• Currency and, if relevant, exchange rate information
• Bank details and payment ID (FIK, OCR line or payment reference)

e-conomic then matches this data to your existing supplier records and suggests account postings based on your previous entries, your chart of accounts and your VAT setup. You can always adjust or override the suggestions before posting.

Prerequisites before enabling OCR and automatic data capture

To get reliable results from OCR in e-conomic, it is important to prepare your setup and master data. Before you activate or intensively use OCR, make sure that:

• Your company information in e-conomic (including CVR number and VAT registration) is correct and up to date
• Your chart of accounts is structured with clear expense accounts for main cost categories (for example rent, telephone, IT, consulting, transport, representation)
• Your VAT codes reflect Danish rules, especially the standard 25% VAT, VAT-exempt purchases, and partially deductible VAT on costs such as representation and passenger cars
• You have created supplier cards with CVR numbers, payment terms, default accounts and VAT codes for your main suppliers

A clean master data setup helps e-conomic recognize suppliers faster and suggest the correct accounts and VAT treatment for each invoice.

Setting up Smart Inbox and email-in for OCR

Most Danish companies use Smart Inbox and a dedicated email-in address as the main entry point for supplier invoices. To enable OCR and automatic data capture in this workflow:

1. Locate your Smart Inbox email address in e-conomic and share it with your suppliers, or set up forwarding from your general invoice email (for example faktura@yourcompany.dk).
2. Ask suppliers to send invoices as PDF (not image embedded in email) and, if possible, as one invoice per file to improve OCR accuracy.
3. In Smart Inbox settings, activate automatic data capture so that e-conomic starts reading invoice data as soon as a document arrives.
4. Define default rules for how invoices should be categorized (for example by supplier, amount, or keyword in the description).

Once this is done, new invoices will appear in Smart Inbox with pre-filled fields such as supplier, amount, VAT, due date and suggested posting, ready for your review and approval.

Configuring supplier recognition and default posting rules

Accurate supplier recognition is crucial for efficient OCR. In e-conomic you can improve this by:

• Entering the supplier’s CVR number on each supplier card so e-conomic can match invoices based on official company data
• Adding typical invoice references (for example supplier name variants or customer numbers) to the supplier card if the supplier uses different names on invoices and in contracts
• Setting default expense accounts and VAT codes for each supplier, such as:
  • Office supplies with 25% deductible VAT
  • Rent with 25% VAT or VAT-exempt depending on your lease agreement
  • Telecom and internet with 25% VAT
  • Representation with only 25–50% VAT deductibility depending on the type of expense

When OCR recognizes a supplier, e-conomic uses these defaults to propose the correct posting lines. Over time, the system “learns” from your corrections and becomes more accurate for recurring suppliers and cost types.

Fine-tuning OCR for Danish VAT and bookkeeping rules

Danish VAT rules require that purchase invoices contain specific information and that VAT is posted correctly. To align OCR with these requirements in e-conomic:

• Check that the system reads and applies the correct VAT rate (usually 25%) and separates VAT from the net amount
• Ensure that invoices with mixed VAT (for example both VAT-liable and VAT-exempt services) are split into separate lines with the correct VAT codes
• Use different VAT codes for:
  • Domestic purchases with full VAT deduction
  • Domestic purchases with partial VAT deduction (for example representation, passenger cars, certain staff costs)
  • Purchases from other EU countries where reverse charge rules apply
  • Purchases from non-EU countries with import VAT handled via customs documentation
• Regularly review posted invoices to confirm that VAT is calculated and reported correctly in your Danish VAT return

If OCR misreads VAT amounts or applies the wrong VAT code, correct the invoice and adjust your supplier defaults or posting rules so that future invoices from the same supplier are handled correctly.

Using templates and automation rules for recurring invoices

Many Danish businesses receive recurring invoices for rent, subscriptions, software, telephone and utilities. You can combine OCR with templates and automation rules in e-conomic to reduce manual work:

• Create posting templates for recurring costs with predefined accounts, VAT codes and dimensions (for example department or project)
• Link these templates to specific suppliers so that OCR automatically suggests the right template when it recognizes the supplier
• Set up rules based on keywords in the invoice description (for example “licence”, “hosting”, “leasing”) to guide the suggested posting

This way, OCR handles the data capture, while templates and rules ensure consistent posting and VAT treatment across periods.

Quality control and handling OCR errors

Even with a well-configured setup, OCR is not perfect and must be monitored, especially for invoices with unusual layouts or poor scan quality. To maintain high data quality:

• Always review key fields before posting: supplier, invoice number, date, due date, total amount and VAT
• Compare the scanned image or PDF with the captured data when something looks unusual (for example very high or very low amounts)
• Correct misread characters in invoice numbers and payment references to avoid duplicate postings or failed payments
• Reject or re-scan documents that are unreadable or incomplete, and ask suppliers to resend invoices in a better format if necessary

For invoices that OCR cannot interpret reliably, you can enter data manually but still store the document digitally in e-conomic to remain compliant with Danish bookkeeping and audit requirements.

Collaboration with your Danish accountant on OCR setup

Your Danish accountant or bookkeeping partner can help you configure OCR and automatic data capture so that it supports both daily operations and statutory requirements. Typical tasks for your accountant include:

• Designing your chart of accounts and VAT codes to reflect Danish tax rules and your specific business model
• Setting up supplier defaults and posting templates for your main cost categories
• Reviewing the first batches of OCR-processed invoices to fine-tune rules and correct systematic errors
• Ensuring that the digital invoice workflow in e-conomic supports timely VAT reporting and year-end accounts

With a well-planned OCR setup, you reduce manual data entry, minimize the risk of VAT errors and create a transparent, audit-ready archive of all supplier invoices in e-conomic that meets Danish legal requirements.

Creating and managing supplier profiles to streamline invoice recognition

Well-structured supplier profiles are essential if you want e-conomic to recognize invoices correctly and automate as much of your bookkeeping as possible. A good setup reduces manual data entry, limits VAT mistakes and helps you stay compliant with Danish bookkeeping and VAT rules.

Why supplier profiles matter for invoice recognition

When you create a supplier in e-conomic and maintain the profile consistently, the system can use this data to:

• Match incoming invoices (PDF, XML, e-invoices) to the correct supplier automatically
• Apply the right default expense account and VAT code for Danish rules
• Detect duplicates and prevent you from posting the same invoice twice
• Speed up approval workflows and payment runs
• Improve the accuracy of OCR and Smart Inbox suggestions

Key data to include in every supplier profile

For Danish businesses, each supplier profile in e-conomic should be complete and consistent. At a minimum, you should register:

• Supplier name exactly as shown on invoices and in the CVR register
• CVR or SE number (8 digits) for Danish suppliers, or VAT ID for EU suppliers
• Address, including country, to apply the correct VAT treatment (DK, EU, non-EU)
• Payment terms (for example, 8 days, 14 days, 30 days) matching your agreement
• Default currency (DKK for most Danish suppliers, but EUR or other currencies for foreign suppliers)
• Bank details (IBAN, account number, payment ID/FIK if used)
• Contact person and email for invoice and statement communication
• Default posting account (for example, “Cost of goods sold”, “Office expenses”, “IT services”)
• Default VAT code based on Danish VAT rules

Having this information in place allows e-conomic to pre-fill most fields when a new invoice is scanned or received via Smart Inbox, so you only need to review and approve.

Setting the correct VAT and posting rules for Danish suppliers

To streamline invoice recognition and stay compliant with Danish VAT legislation, configure VAT and posting rules carefully for each supplier group:

• Danish VAT-registered suppliers: Usually standard VAT at 25%. Set a default VAT code that posts input VAT correctly so it can be reclaimed in your VAT return.
• EU suppliers (B2B): Often reverse charge for services and some goods. Use a VAT code that records both output and input VAT according to Danish reverse charge rules, so the net effect is zero but the transaction is reported correctly.
• Non-EU suppliers: Typically no VAT on the supplier invoice. Import VAT and customs duties are handled separately via SKAT and your customs broker, but you can still use a specific VAT code to track non-EU purchases.
• VAT-exempt suppliers (for example, certain financial or health services): Set a VAT-exempt code so no input VAT is claimed.

By assigning the right default VAT code to each supplier, e-conomic can automatically suggest the correct VAT treatment when invoices are scanned or imported, reducing the risk of errors in your Danish VAT reports.

Using supplier groups to automate recognition

Supplier groups in e-conomic help you apply consistent settings across similar vendors. For example, you can create groups such as:

• “DK – Goods suppliers” with default posting to cost of goods sold and 25% VAT
• “DK – Overhead suppliers” with posting to administrative expenses and 25% VAT
• “EU – Services (reverse charge)” with the appropriate reverse charge VAT code
• “Non-EU – Online services” with a specific code for non-EU digital services

When a new supplier invoice is scanned, assigning the supplier to the right group allows e-conomic to suggest the correct account and VAT code automatically, which speeds up posting and improves consistency.

Linking supplier profiles with OCR and Smart Inbox

When you use OCR and Smart Inbox in e-conomic, the system learns from your previous postings. To get the best results:

• Always link a new scanned invoice to the correct supplier profile the first time
• Correct any wrong suggestions (supplier, account, VAT code) instead of posting them as-is
• Use consistent naming and CVR numbers so the system can match future invoices more reliably

Over time, e-conomic will recognize supplier layouts, invoice numbers, payment IDs and typical expense accounts, so new invoices from the same supplier are pre-filled almost completely.

Managing changes in supplier data

Supplier details often change, and keeping profiles up to date is important for both automation and compliance:

• CVR and VAT status: If a supplier changes VAT status or is deregistered, update the profile and review the default VAT code.
• Bank and payment details: Update bank accounts and FIK/payment IDs immediately to avoid misdirected payments and fraud risk.
• Payment terms: Adjust terms if you negotiate new agreements, so due dates on invoices are calculated correctly.
• Posting accounts: If a supplier starts delivering different types of goods or services, review the default account and VAT treatment.

For audit and bookkeeping purposes, avoid deleting suppliers. Instead, mark inactive suppliers as blocked or inactive in e-conomic so they cannot be used for new invoices but remain in your historical records.

Best practices for Danish companies and their accountants

To make collaboration with your Danish accountant smoother and keep your digital workflow efficient:

• Agree on a clear structure for supplier groups, posting accounts and VAT codes
• Let your accountant review and approve the initial setup of major suppliers
• Use notes in supplier profiles to document special VAT rules, discounts or contract terms
• Schedule periodic reviews (for example, once a year) to clean up inactive suppliers and update key data

With well-designed supplier profiles and consistent maintenance, e-conomic can recognize and process most supplier invoices with minimal manual work, while ensuring that your Danish bookkeeping and VAT reporting remain accurate and compliant.

Workflow for approving and posting scanned invoices in e-conomic

Once your supplier invoices are scanned or received in e-conomic (via Smart Inbox, email-in or an integrated app), they should follow a clear and consistent workflow. A structured approval and posting process helps you stay compliant with Danish bookkeeping rules, keep VAT records correct for SKAT, and give your accountant clean, traceable data.

1. Collecting and validating incoming invoices

All incoming invoices should first land in one central place in e-conomic, typically the Smart Inbox. Here you can see the scanned image or PDF together with the data captured by OCR, such as supplier name, invoice number, invoice date, due date, net amount and VAT amount.

Before you send an invoice for approval, check that:

• The supplier is correctly identified and linked to the right supplier account
• The invoice number is unique and not already booked
• The invoice date and due date are correct and match the document
• The VAT amount and VAT rate (usually 25% for Danish standard VAT) match the invoice
• The currency and total amount are correct, especially for foreign suppliers

If OCR has misread any field, correct it directly in e-conomic so the posted entry matches the original document. This is important for later VAT reporting and for documentation in case of a SKAT audit.

2. Assigning cost accounts and dimensions

Next, assign the correct posting details so the invoice is booked to the right place in your accounts. In e-conomic this usually means:

• Selecting the correct expense account in the chart of accounts (e.g. office expenses, rent, IT services, subcontractors)
• Choosing the right VAT code, for example:
  • Standard 25% VAT on most purchases in Denmark
  • Reverse charge rules for certain cross-border services within the EU
  • VAT-exempt categories such as certain financial or health services
• Adding departments, cost centres or projects if you use dimensions in e-conomic

Many Danish companies set up default accounts and VAT codes on each supplier card so that new invoices from the same supplier are pre-filled. This reduces manual work and lowers the risk of misposting.

3. Routing invoices for approval

To keep internal control and comply with Danish bookkeeping law, invoices should be approved by the person responsible for the cost before they are posted. In e-conomic you can create an approval flow that reflects your organisation, for example:

• Small invoices (for example under DKK 5,000) go to a team leader
• Larger invoices (for example above DKK 25,000) require approval from a department manager or director
• Specific types of costs (rent, IT, marketing) go to specific approvers

Approvers receive a notification and can review the invoice image, check the coding and either approve, reject or send it back with comments. All actions are logged, which creates a clear audit trail.

4. Handling rejections and corrections

If an approver finds an error or disagrees with the cost, they can reject the invoice in e-conomic. Typical reasons include:

• Wrong amount or missing discount
• Invoice does not match a purchase order or contract
• Incorrect VAT treatment (for example VAT charged on an exempt service)
• Invoice should be booked to another department or project

The invoice is then returned to the bookkeeper or responsible user, who can correct the coding, request a credit note from the supplier or add documentation. Once the issue is solved, the invoice can be resubmitted for approval.

5. Final approval and posting to the ledger

After the last approver has approved the invoice, it is ready to be posted. When you post the invoice in e-conomic:

• The expense is recorded in the general ledger on the chosen accounts
• The supplier balance is updated so the invoice appears as payable
• Input VAT is recorded and becomes part of your VAT accounts for the next VAT return to SKAT

Make sure that the posting date is within the correct financial period and VAT period. Danish companies usually file VAT either monthly, quarterly or half-yearly depending on their turnover, so accurate posting dates are essential for correct VAT reporting.

6. Linking payments to posted invoices

Once the invoice is posted, it moves from the approval flow to your list of open supplier items. When you pay the invoice via your bank, you should match the payment to the posted invoice in e-conomic. This can be done manually or via bank integration and automatic bank reconciliation.

Matching payments correctly ensures that:

• Supplier balances are accurate
• Overdue invoices are visible and can be followed up
• Your cash flow overview and aged payables reports are reliable

7. Keeping a complete digital audit trail

For each scanned invoice, e-conomic keeps the image or PDF together with the booking entry, approval history and payment information. This digital audit trail is crucial for Danish bookkeeping compliance and for SKAT inspections.

To keep your workflow robust:

• Ensure every posted invoice has a readable image attached
• Use consistent naming and coding rules for accounts, VAT and dimensions
• Restrict posting rights so only authorised users can approve and post invoices
• Review exception reports regularly, such as invoices without approval or invoices posted with unusual VAT codes

With a well-defined workflow for approving and posting scanned invoices in e-conomic, your Danish business gains better control over costs, more accurate VAT reporting and a fully digital documentation chain that meets current legal requirements.

Handling credit notes and recurring invoices in a digital workflow

Handling credit notes and recurring invoices digitally in e-conomic helps Danish businesses keep VAT reporting accurate, avoid duplicate postings and maintain a clear audit trail that complies with Danish bookkeeping law. A well-structured workflow also saves time and reduces manual corrections at period end.

Creating and matching credit notes in e-conomic

In a digital workflow, every credit note should be linked to the original invoice so that VAT, revenue and supplier balances are always correct. In e-conomic, you can:

• Create a credit note directly from the original invoice, so all data (customer, supplier, VAT code, dimensions) is copied automatically
• Use negative lines on a new invoice document when you need to credit only part of the original amount
• Attach the original invoice and any correspondence to the credit note in the Smart Inbox, ensuring a complete digital audit trail

For supplier invoices, make sure the scanned or emailed credit note is captured by Smart Inbox or email-in and then matched to the correct supplier and, where relevant, to the original invoice. This matching is important for correct VAT reporting to Skattestyrelsen, especially when the original invoice and credit note fall in different VAT periods.

VAT and accounting treatment of credit notes

Under Danish VAT rules, a credit note adjusts the taxable amount and VAT for the original transaction. In e-conomic, you should:

• Use the same VAT code on the credit note as on the original invoice (for example, 25% standard VAT or 0% where applicable)
• Ensure the credit note is posted in the correct VAT period so that the VAT return (momsangivelse) reflects the reduction in output or input VAT
• Check that the customer or supplier balance is updated correctly, especially if the credit note is used to offset an open invoice rather than being refunded in cash

For Danish businesses on quarterly or half-yearly VAT reporting, timing is crucial. If a credit note is issued after the VAT period of the original invoice has closed, the adjustment must be included in the next VAT return. A digital workflow in e-conomic makes it easier to document why the adjustment appears in a later period, which is important in case of a SKAT audit.

Setting up recurring invoices in e-conomic

Recurring invoices are ideal for subscriptions, rent, maintenance contracts and other regular services. In e-conomic, you can create templates that automatically generate invoices at fixed intervals, for example monthly, quarterly or annually. When setting up a recurring invoice, you should:

• Define the correct interval and start/end dates so invoices are not created outside the contract period
• Set the correct VAT code for the service (typically 25% standard VAT for most Danish services)
• Specify payment terms that match your customer agreements, such as 8 or 14 days net
• Include clear descriptions on the invoice lines (for example, “Subscription – accounting software, period 01.01–31.01”)

Because recurring invoices are generated automatically, they reduce manual work and the risk of forgetting to bill customers. At the same time, they require regular review to ensure that prices, VAT treatment and contract periods remain up to date.

Approving and posting recurring supplier invoices

Many Danish companies receive recurring supplier invoices for rent, utilities, software subscriptions or leasing. In a digital workflow with e-conomic, you can streamline these by:

• Using OCR and automatic data capture so that supplier, amount, VAT and due date are recognized automatically
• Creating posting templates for recurring costs (for example, rent to account 7300, utilities to account 7340) to ensure consistent coding
• Setting up approval workflows so that recurring invoices above a certain amount are approved by a manager before posting

For recurring invoices with variable amounts, such as electricity or mobile phone bills, you can still benefit from templates and automatic posting suggestions, but the responsible person should verify the amount and period before final approval.

Linking credit notes to recurring invoices

When a supplier issues a credit note related to a recurring invoice, for example due to overbilling or a service interruption, it is important to link it correctly in e-conomic. Best practice is to:

• Match the credit note to the specific recurring invoice or period it relates to
• Use the same expense account and VAT code as the original invoice, so the net effect on costs and VAT is transparent
• Document the reason for the credit in the note field and attach any supporting emails or agreements

This approach ensures that both your profit and loss statement and your VAT reporting reflect the true cost of the recurring service over time.

Ensuring compliance with Danish bookkeeping law

Danish bookkeeping law requires that all invoices and credit notes are stored securely, traceable and readable throughout the retention period. A digital workflow in e-conomic supports this by:

• Keeping all original documents (invoices and credit notes) attached to the accounting entry
• Maintaining a clear link between recurring invoices, contract periods and any related credit notes
• Providing a full history of approvals, changes and postings for each document

During a tax or VAT audit, you can quickly retrieve all recurring invoices and related credit notes, along with documentation of the underlying agreements. This reduces the risk of adjustments and penalties and demonstrates that your company’s digital invoice process meets Danish legal requirements.

Collaborating with your Danish accountant

A structured digital workflow for credit notes and recurring invoices also makes collaboration with your Danish accountant more efficient. Your accountant can:

• Review recurring invoice templates and VAT codes to ensure they match current Danish VAT rules
• Check that credit notes are posted in the correct periods and linked to the right accounts
• Help design approval workflows and posting rules that reduce errors and manual corrections

By using e-conomic’s shared access, your accountant can monitor your digital invoice processes on an ongoing basis, rather than only at year-end, which leads to more accurate interim figures and smoother annual reporting.

Integrating e-conomic with receipt and expense apps (e.g. Pleo, Corpay One)

Connecting e-conomic with modern receipt and expense apps such as Pleo or Corpay One can remove most of the manual work from handling purchase receipts, employee expenses and small supplier invoices. Instead of chasing paper and typing data line by line, you get a continuous digital flow where expenses are captured at the moment of purchase, enriched with documentation and automatically transferred to e-conomic for booking and VAT reporting in Denmark.

Why integrate receipt and expense apps with e-conomic?

For Danish companies, the main benefit of integrating e-conomic with tools like Pleo and Corpay One is a faster, more compliant bookkeeping process. When the integration is set up correctly, you typically gain:

• Automatic transfer of receipts and expense data into e-conomic as vouchers
• More accurate VAT coding in line with Danish VAT rules (standard 25% VAT, 0% for exempt transactions, and correct treatment of partially deductible expenses such as representation)
• Real-time overview of employee spending and company card usage
• Better documentation for SKAT and compliance with the Danish Bookkeeping Act’s requirements for digital storage and traceability
• Less manual work for both employees and your accountant, reducing the risk of lost receipts and incorrect postings

Typical integration flow: from purchase to booked expense

Although each app has its own interface, the basic workflow with e-conomic is similar:

1. An employee pays with a company card or submits a private expense through the app.
2. The app prompts the user to take a photo of the receipt or uploads a PDF from email.
3. OCR reads key data such as supplier, date, amount, VAT, currency and payment method.
4. The expense is categorized according to rules you define (for example “Travel in Denmark”, “Office supplies”, “Representation”).
5. The expense is sent to an approval flow (for example team leader or finance manager).
6. Once approved, the transaction is automatically transferred to e-conomic as a voucher with attached documentation and suggested accounts and VAT codes.
7. Your bookkeeper reviews and posts the voucher to the general ledger, ensuring correct VAT treatment and cost allocation.

Integrating Pleo with e-conomic

Pleo is widely used in Denmark for managing company cards and employee expenses. When integrated with e-conomic, Pleo can send transactions directly into your accounting system with all supporting documentation attached.

Key points when setting up Pleo with e-conomic:

• Connect Pleo to your e-conomic agreement via the Pleo settings, using your e-conomic agreement number and API key.
• Map Pleo categories to your e-conomic chart of accounts, for example:
  • Travel expenses (domestic and foreign)
  • Representation (with correct VAT deduction limits according to Danish rules)
  • IT subscriptions and software
  • Office supplies and small equipment
• Define VAT codes in Pleo that match your e-conomic VAT setup, such as:
  • 25% fully deductible VAT for most business purchases
  • 0% VAT for exempt purchases or foreign services where reverse charge applies
  • Reduced deduction for certain costs, for example representation where only part of the VAT is deductible
• Choose whether Pleo should create vouchers in the cash book or the purchase module in e-conomic, depending on your internal workflow.

Once configured, Pleo will send transactions in batches or continuously. Each transaction arrives in e-conomic with the receipt image attached, making it easy to document the expense during a SKAT audit or internal review.

Integrating Corpay One with e-conomic

Corpay One focuses on automating supplier invoices, recurring payments and employee expenses. The integration with e-conomic allows you to centralize your payables and keep your bookkeeping in sync.

When connecting Corpay One to e-conomic, you typically:

• Authorize the integration from Corpay One using your e-conomic credentials and API key
• Import your e-conomic chart of accounts, VAT codes and supplier list into Corpay One
• Set up approval workflows for different types of costs and suppliers
• Define rules for automatic coding, for example:
  • Specific suppliers always booked to the same account and VAT code
  • Recurring invoices (rent, subscriptions, utilities) automatically approved and posted
  • Foreign suppliers flagged for reverse charge VAT handling where relevant

After approval in Corpay One, invoices and expenses are transferred to e-conomic with all relevant data, including due dates, payment status and attached documentation. This helps you keep control over both liquidity and VAT reporting, while maintaining a complete digital audit trail.

Ensuring correct Danish VAT and bookkeeping compliance

Regardless of which app you use, the integration must support Danish VAT rules and the requirements of the Danish Bookkeeping Act. To stay compliant:

• Make sure each expense is linked to the correct VAT code in e-conomic, reflecting whether VAT is fully deductible, partially deductible or non-deductible
• Use clear expense categories that match your chart of accounts and make it easy to separate:
  • Domestic purchases with 25% VAT
  • Purchases from other EU countries where reverse charge may apply
  • Purchases from outside the EU
  • VAT-exempt costs such as certain financial services
• Ensure every transaction has a digital document attached (photo, PDF or electronic invoice) that shows supplier, date, amount, VAT and description of the purchase
• Keep the integration active and monitored so that all expenses are transferred and posted before your VAT deadlines

The Danish Bookkeeping Act allows fully digital storage of vouchers, provided that data is stored securely, traceable and accessible for SKAT for at least the minimum retention period. Integrating e-conomic with receipt and expense apps supports this by keeping all documentation in one digital system.

Practical tips for a smooth integration

To get the most out of your integration between e-conomic and apps like Pleo or Corpay One, consider the following:

• Involve your Danish accountant or bookkeeper when setting up account and VAT mappings
• Start with a limited number of categories and refine them as you see how employees use the system
• Train employees to always photograph or upload receipts immediately after purchase
• Set clear approval limits and roles so that larger expenses are reviewed by management
• Regularly reconcile card statements and bank accounts with the transactions imported from the app
• Review integration logs to catch any failed transfers or missing vouchers

When configured correctly, the integration between e-conomic and receipt and expense apps can significantly reduce manual data entry, improve VAT accuracy and give you a real-time, compliant overview of your company’s costs in Denmark.

Best practices for organizing and archiving digital invoices for audits

Well-organised digital invoices in e-conomic make Danish VAT reporting, SKAT controls and statutory audits significantly easier. A clear structure also helps you comply with the Danish Bookkeeping Act and the general 5‑year retention requirement for accounting material.

Structure your folders and document types in a consistent way

Start by defining a simple, repeatable structure in e-conomic and in any connected storage (for example, for exported PDFs or backups). A common approach for Danish companies is:

• Top level by financial year (e.g. 2024, 2025)
• Within each year: Sales invoices, Supplier invoices, Receipts & expenses, Payroll documentation, Bank & financing, Fixed assets
• Optional subfolders by month or VAT period (monthly or quarterly, depending on your VAT registration)

In e-conomic, mirror this logic using voucher numbers, document types and journals. For example, use separate journals for supplier invoices, cash expenses and bank transactions, and keep the numbering sequences stable from year to year. This makes it easier for an auditor or SKAT to follow the trail from general ledger to the original invoice image.

Use clear naming conventions for invoices and attachments

When you export or store invoice PDFs outside e-conomic, use a consistent file name pattern that includes at least:

• Invoice date (YYYY-MM-DD)
• Invoice number
• Supplier or customer name
• Amount including VAT (DKK)

For example: 2024-03-15_INV-4587_Aarhus-IT-Services_12-500DKK.pdf. This makes it possible to locate a document quickly even without logging into e-conomic and supports efficient sampling during audits.

Link every transaction to a readable invoice image

For Danish bookkeeping compliance, every booked invoice must be traceable from the ledger to the underlying documentation. In e-conomic, make sure that:

• Each supplier invoice in the purchase module has a linked PDF or image in Smart Inbox or the file archive
• Bank payments are matched with the corresponding invoices and payment references
• Credit notes are clearly linked to the original invoice and use a logical numbering sequence

Auditors and SKAT often test a sample of transactions. If they can open the booking in e-conomic and immediately see a legible invoice image with the correct VAT, CVR numbers and dates, the audit process becomes much smoother.

Respect Danish retention rules and periods

Under the Danish Bookkeeping Act, most accounting records, including invoices and digital vouchers, must be stored for at least 5 years after the end of the financial year they relate to. For some industries and specific documentation types, longer retention may apply based on sector rules or contract requirements.

In practice, this means that if your financial year is the calendar year, invoices from 2024 must be accessible until at least the end of 2029. When you clean up or reorganise your digital archive, never delete or overwrite documents that are still within the statutory retention period.

Ensure that invoice data is complete and audit-ready

Before archiving, check that invoices contain all mandatory information required under Danish VAT rules, such as:

• Supplier’s full name, address and CVR number
• Customer’s name and address (and CVR number for B2B invoices)
• Invoice date and a unique, consecutive invoice number
• Clear description of goods or services
• Quantity, unit price and total amount
• VAT rate (typically 25% in Denmark) and VAT amount in DKK
• Net amount excluding VAT and gross amount including VAT

Use e-conomic’s templates and OCR settings to capture these fields consistently. Correcting missing data while the invoice is fresh is far easier than explaining gaps years later during an audit.

Use tags, dimensions and accounts to make audits faster

Take advantage of e-conomic’s accounting structure to make your archive searchable and logically grouped. Typical elements that help during audits include:

• Consistent use of chart of accounts for cost types (e.g. rent, marketing, travel, IT)
• Dimensions or cost centres for departments, projects or locations
• Clear separation between private and business expenses for sole proprietors

When an auditor asks for “all marketing expenses for Q2” or “all costs related to project X”, you can filter in e-conomic and immediately show both the bookings and the linked digital invoices.

Keep a reliable backup and export strategy

Although e-conomic stores your documents in the cloud, it is good practice to maintain an additional backup strategy that respects Danish data protection rules. Consider:

• Regular exports of booked vouchers and invoice images (for example, yearly or per VAT period)
• Storing exports in a secure, access-controlled location within the EU/EEA
• Documenting who is responsible for checking that backups are created and readable

Make sure that any external storage or backup provider complies with GDPR and that you have a data processing agreement in place if they process personal data contained in invoices.

Control access and document your procedures

For audit and GDPR purposes, it is important to control who can see and change your digital invoices. In e-conomic you can:

• Assign user roles and limit access to specific modules or functions
• Restrict who can approve, post or delete invoices
• Use audit logs to see changes and approvals where available

Document your internal procedures in a short written policy: how invoices are received (email, Smart Inbox, apps), who checks and approves them, how they are posted, and how long they are stored. Auditors in Denmark increasingly expect companies to have such documented workflows, especially after the modernisation of the Danish Bookkeeping Act.

Prepare for SKAT controls and statutory audits

When SKAT or an auditor requests documentation, they typically want a clear link between:

1. VAT returns and financial statements
2. General ledger and journals in e-conomic
3. Individual bookings and the underlying invoice or receipt

By keeping your digital invoices well organised, named consistently and correctly linked to bookings in e-conomic, you can provide this documentation quickly. This reduces the risk of estimated assessments, corrections or penalties and shows that your Danish business takes bookkeeping and compliance seriously.

Common issues when digitizing invoices in e-conomic and how to resolve them

Even with a well‑configured e-conomic setup, digitizing invoices can lead to recurring issues that slow down your bookkeeping and create compliance risks in Denmark. Below you will find the most common problems we see with Danish businesses, together with practical ways to fix them directly in e-conomic.

1. Poor scan quality and unreadable data

Blurry scans, shadows or skewed pages make it difficult for e-conomic’s Smart Inbox and OCR to read supplier name, invoice number, VAT amount and due date. This often results in missing or incorrect data in the draft booking.

To resolve this, always scan or photograph invoices in high resolution, with good lighting and the full page visible. Avoid handwritten changes on the invoice; if you must add notes, do it in e-conomic’s comment fields instead of on the image. When you see repeated OCR errors from the same supplier, adjust that supplier’s profile and default settings so you minimise manual corrections going forward.

2. Missing mandatory information for Danish VAT

Invoices that lack mandatory data under Danish VAT rules cannot be used as proper documentation in case of a SKAT audit. Typical issues include missing CVR number, no clear invoice number, no VAT amount or no indication whether the invoice is subject to Danish VAT, reverse charge or exempt.

When you digitize invoices in e-conomic, always check that the image clearly shows:

• Supplier’s legal name and CVR number
• Unique invoice number and invoice date
• Supplier’s VAT status (e.g. Danish VAT, EU reverse charge, export outside EU)
• VAT rate applied (typically 25% in Denmark) and VAT amount in DKK
• Buyer’s name and, where relevant, your own CVR number

If any of this is missing, request a corrected invoice from the supplier before posting it. In e-conomic, you can park such invoices in Smart Inbox and use internal comments to flag that you are waiting for a correction, so they are not accidentally booked or included in your VAT return.

3. Wrong VAT codes and incorrect VAT reporting

One of the most frequent problems in a digital workflow is using the wrong VAT code when posting scanned invoices. This leads to incorrect entries in the Danish VAT return (momsangivelse), for example treating a reverse charge invoice from an EU supplier as if it had Danish VAT, or booking a VAT‑exempt invoice with 25% VAT.

To prevent this, define clear rules in e-conomic for each supplier. For example, set default VAT codes for Danish suppliers (25% VAT), EU suppliers (reverse charge) and non‑EU suppliers (import of services or goods). When you approve invoices in Smart Inbox, always compare the VAT on the invoice image with the VAT calculated in e-conomic. If you notice recurring mistakes, update the supplier’s default VAT code and account so future invoices are recognized correctly.

4. Duplicate invoices and double payments

When you receive the same invoice both by email and as a paper copy, or when a supplier sends a reminder with the original invoice attached, it is easy to scan or forward it twice. Without proper controls, this can result in duplicate bookings and even double payments.

Use e-conomic’s invoice number and supplier combination as your main control. Before approving an invoice from Smart Inbox, check whether an invoice with the same supplier and invoice number already exists. If you see duplicates, delete or reject the extra document instead of posting it. You can also introduce an internal workflow where only one email address is used for supplier invoices, and all paper invoices are scanned and sent to that same address, so you have a single entry point to Smart Inbox.

5. Wrong currency and exchange rate handling

Invoices in EUR, SEK or other currencies are common in Denmark, especially for online services and cross‑border trade. A typical issue is booking a foreign currency invoice as if it were in DKK, or using an incorrect exchange rate, which leads to wrong cost and VAT amounts in your accounts.

When digitizing foreign currency invoices, make sure the currency on the invoice image matches the currency set on the supplier in e-conomic. Use the correct exchange rate for the invoice date according to your accounting policy (for example, the official rate from Danmarks Nationalbank or your bank’s rate). If you frequently receive invoices in the same currency from the same supplier, set that currency as default in the supplier card so e-conomic proposes the right currency automatically when you process scanned invoices.

6. Incorrect account and cost center allocation

Even when the invoice is read correctly, it can still be posted to the wrong expense account, department or project. This distorts your financial reporting and makes it harder to analyse costs by activity or cost center.

To reduce this risk, use e-conomic’s options for default accounts and dimensions on supplier profiles. For example, link your internet provider to a specific telecom expense account and your landlord to rent. When approving invoices, verify that the suggested account and department are correct, and adjust them if needed. Over time, this will train your internal routines so that similar invoices are always booked consistently, which is particularly important for Danish tax deductions and cost analysis.

7. Delays in approval and missed payment deadlines

In a digital workflow, invoices can get stuck in Smart Inbox or in an approval flow if no one is clearly responsible for reviewing them. This increases the risk of late payment fees and interest, and can damage supplier relationships.

Set up a clear approval workflow in e-conomic with named approvers for each type of cost or department. Use email notifications and reminders so approvers know when new invoices are waiting. When you digitize invoices, always check the due date on the image and make sure it is captured correctly in e-conomic, so your payment run reflects the real payment deadline. For larger Danish companies, aligning this with your internal payment policy (for example, paying suppliers within a fixed number of days) helps avoid unnecessary interest costs.

8. Misplaced or unlinked documents

Another common issue is that the scanned invoice image is not correctly linked to the accounting entry. This can happen if the document is downloaded and uploaded manually instead of being processed through Smart Inbox or email‑in, or if the user accidentally detaches the file.

Always process invoices through e-conomic’s Smart Inbox or the dedicated email‑in address so the document is automatically attached to the draft booking. If you need to move a document, do it from within e-conomic rather than on your computer. Periodically spot‑check posted entries to ensure that each booking has a visible invoice image attached. This is crucial for Danish bookkeeping law, which requires that your digital records are complete, traceable and easily accessible for SKAT and your auditor.

9. Storage, retention and access problems

Some businesses assume that once an invoice is scanned and booked, they can discard all other documentation without checking whether their digital archive meets Danish retention requirements. Others store invoices in multiple systems, making it hard to retrieve documents during an audit.

In Denmark, accounting records, including invoices, must generally be stored for at least five years. When you digitize invoices in e-conomic, make sure that your setup allows you to keep both the accounting entry and the attached image accessible for the full retention period. Avoid parallel storage in local folders or personal email accounts, and instead use e-conomic as your central archive. Define internal routines for who can access which documents, so you comply with both bookkeeping rules and GDPR while still being able to quickly provide documentation to SKAT or your auditor.

10. Lack of coordination with your Danish accountant

If your accountant or external bookkeeper does not have full insight into how you digitize invoices, errors can go unnoticed for several VAT periods. Misunderstandings about which documents are already booked, or how specific types of invoices should be treated under Danish tax rules, are common.

Invite your Danish accountant into your e-conomic agreement with the appropriate access rights. Agree on a clear division of responsibilities: who scans or forwards invoices, who approves them, who posts them, and who performs the final control before VAT reporting. Use comments on invoices and accounting entries to flag special cases, such as mixed private and business expenses, representation costs subject to limited deductibility, or assets that should be capitalised instead of expensed. This collaboration ensures that your digital invoice workflow remains accurate, compliant and efficient over time.

Data security and GDPR considerations when storing invoices in e-conomic

When you digitize invoices in e-conomic, you are not only handling accounting data but also personal data within the meaning of the GDPR. Danish businesses must therefore ensure that their use of e-conomic complies both with the EU General Data Protection Regulation and with Danish supplementary rules, including the Danish Data Protection Act and the Danish Bookkeeping Act. This applies whether you are a sole trader, an ApS, or a larger company.

What personal data is stored in e-conomic invoices?

Invoices and receipts in e-conomic typically contain several categories of personal data, for example:

• Names and contact details of customers, suppliers, and employees
• Private addresses for sole traders and private customers
• Bank account numbers and payment references (e.g. FI-kort, payment IDs)
• CPR numbers in rare cases (for example on invoices to private individuals or certain public-sector forms)

Most of this data is “ordinary” personal data, but CPR numbers are subject to stricter national rules in Denmark. As a rule, you should avoid storing CPR numbers in invoice text fields or attachments in e-conomic unless it is strictly necessary and legally required.

Roles and responsibilities: data controller and data processor

Your Danish business is the data controller for the personal data in e-conomic. Visma e-conomic A/S acts as a data processor. This means you must:

• Have a valid data processing agreement (DPA) with e-conomic that meets GDPR Article 28 requirements
• Ensure that any integrations you use (for example Pleo, Corpay One or other apps) also have proper DPAs in place
• Define which categories of data are processed, for what purposes, and on what legal basis

For most invoice data, the legal basis will be the necessity to comply with legal obligations under the Danish Bookkeeping Act and tax legislation, as well as the performance of contracts with your customers and suppliers.

Data storage location and transfers outside the EU/EEA

When choosing settings and integrations for e-conomic, you must ensure that personal data is stored and processed in accordance with GDPR rules on international transfers. Check:

• Where e-conomic’s primary and backup servers are located
• Whether any support, hosting, or sub-processors are based outside the EU/EEA
• Whether standard contractual clauses (SCCs) or other valid transfer mechanisms are in place if data is transferred to third countries

Danish companies are expected by Datatilsynet (the Danish Data Protection Authority) to document these aspects in their records of processing activities and in their risk assessments.

Retention periods vs. Danish bookkeeping rules

Under the Danish Bookkeeping Act, accounting records, including invoices and related documentation, must generally be stored for 5 years from the end of the financial year to which they relate. This applies regardless of whether they are stored physically or digitally in e-conomic.

From a GDPR perspective, you must not store personal data longer than necessary. In practice, this means:

• Keep invoices and attachments in e-conomic for at least the 5-year statutory period for bookkeeping and tax documentation
• After the mandatory period, consider whether there is still a legal or contractual need to keep the data (for example, ongoing disputes or warranty claims)
• Set up clear internal rules and, where possible, technical routines for deleting or anonymizing old data that is no longer needed

Make sure your retention rules are documented in your internal data protection policies and that they match how you actually use e-conomic.

Access control and user management

Strong access control is one of the most important GDPR measures when storing invoices in e-conomic. You should:

• Use individual user accounts for all employees and your external accountant, never shared logins
• Assign the lowest possible access level that still allows users to perform their tasks (principle of data minimization and need-to-know)
• Regularly review user lists and remove access for former employees, interns, and external consultants
• Activate two-factor authentication (2FA) wherever available to reduce the risk of unauthorized access

These measures reduce the risk of data breaches and are expected by both Datatilsynet and SKAT in the context of secure digital bookkeeping.

Security of scanned and emailed invoices

When you digitize invoices, you often receive them via email or scan them from paper. To keep this process GDPR-compliant:

• Use secure email solutions when sending invoices with sensitive information to your e-conomic Smart Inbox
• Avoid including unnecessary personal data in invoice descriptions and attachments
• Ensure that scanners, multifunction printers, and mobile devices used for scanning are password-protected and, where possible, encrypted
• Delete local copies of scanned invoices from desktops, downloads folders, and mobile phones once they are safely stored in e-conomic

This reduces the number of places where personal data is stored and lowers the risk of accidental disclosure.

Data minimization and invoice content

GDPR requires that you only process personal data that is necessary for the specific purpose. In practice, for invoices in e-conomic this means:

• Only include data that is required by Danish bookkeeping and VAT rules (for example, name, address, VAT number, invoice number, date, amount, VAT rate)
• Avoid storing internal notes about customers or employees in invoice text fields if they are not needed for accounting or legal purposes
• Where possible, use customer and supplier IDs instead of free-text personal information

By limiting the amount of personal data in each invoice, you reduce your risk in case of a data breach and make it easier to comply with data subject rights.

Handling data subject rights in e-conomic

Under GDPR, individuals have rights such as access, rectification, restriction of processing, and in some cases erasure. When invoices are stored in e-conomic, you must be able to:

• Locate all invoices and documents relating to a specific customer, supplier, or employee if they request access
• Correct inaccurate personal data in customer and supplier master data
• Explain when you cannot delete invoice data because it is required to be kept under the Danish Bookkeeping Act

In most cases, the right to erasure does not override your obligation to keep accounting records for the statutory retention period. However, you should clearly inform data subjects about this in your privacy notice.

Logging, monitoring, and breach management

To demonstrate GDPR compliance, Danish companies must be able to show how they protect invoice data and how they react to incidents. When using e-conomic, you should:

• Use available logging features to track who has accessed or changed invoice data
• Establish internal procedures for detecting and reporting potential data breaches involving e-conomic
• Be prepared to notify Datatilsynet within 72 hours if a notifiable personal data breach occurs, and to inform affected individuals when required

Your accountant or accounting firm can help you set up practical routines so that incidents are identified quickly and handled correctly.

Cooperation with your Danish accountant or accounting firm

When your Danish accountant has access to your e-conomic system, they also become part of your data processing chain. To stay compliant:

• Sign a written agreement that clearly defines the accountant’s role as an independent data controller or data processor, depending on the services provided
• Ensure that the accounting firm follows recognized security standards and has its own GDPR documentation in place
• Agree on who is responsible for user administration, retention rules, and deletion of old data in e-conomic

A clear division of responsibilities makes it easier to prove compliance during audits from SKAT, the Danish Business Authority, or Datatilsynet, and ensures that your digital invoice workflow in e-conomic is both efficient and secure.

How your Danish accountant can collaborate with you on digital invoices in e-conomic

Your Danish accountant can play a central role in setting up and running a smooth, fully digital invoice workflow in e-conomic. Instead of only receiving yearly export files or paper binders, your accountant can work directly in your e-conomic agreement, see the same documents you see, and help you stay compliant with Danish bookkeeping and VAT rules.

Giving your accountant the right access in e-conomic

The first step is to invite your accountant into your e-conomic agreement with the correct user rights. Most Danish accounting firms already use the e-conomic Accountant portal, which allows them to log in securely and switch between clients.

In practice, you typically:

• Create or confirm an external accountant user in e-conomic
• Grant access to Smart Inbox, Purchases, Accounting and Reports modules
• Limit rights for creating and approving payments if you want to keep payment control in-house

This setup lets your accountant handle daily bookkeeping tasks while you keep control over approvals and cash outflows.

Setting up invoice workflows and approval rules together

Digital invoices only work well if the approval flow is clear. Your Danish accountant can help you design a workflow that fits both your internal processes and Danish bookkeeping law requirements.

Typical collaboration areas include:

• Defining who in your company is allowed to approve supplier invoices and credit notes
• Setting approval limits (for example, invoices above DKK 25,000 must be approved by a manager)
• Deciding which invoices can be auto-posted (e.g. recurring rent, subscriptions, utilities)
• Creating posting templates for common expense types to ensure consistent coding

Your accountant can then configure these rules in e-conomic so that scanned or emailed invoices move automatically from Smart Inbox to the right approver and then to posting.

Ensuring correct VAT treatment on digital invoices

Correct VAT handling is one of the most important areas where your Danish accountant adds value. In Denmark, the standard VAT rate is 25%, but some purchases are exempt or outside the scope of VAT, and some cross-border transactions require special treatment.

Working directly in e-conomic, your accountant can:

• Set default VAT codes for each supplier (e.g. domestic supplier with 25% VAT, EU supplier with reverse charge, non-EU supplier for import VAT)
• Check that scanned invoices include mandatory VAT information (supplier VAT number, VAT amount, total, date, invoice number)
• Correct VAT coding on invoices where OCR has misread data or the supplier invoice is unclear
• Prepare accurate VAT returns (momsangivelse) based on the digital invoice archive

This reduces the risk of errors in your VAT reporting to Skattestyrelsen and helps you avoid penalties or interest due to incorrect or late filings.

Creating and maintaining supplier profiles

To get the most out of OCR and automatic recognition, your accountant can help you build and maintain a clean supplier database in e-conomic. This is especially important when you receive many invoices from the same vendors.

Typical tasks your accountant can handle include:

• Creating supplier cards with correct CVR number, payment terms, bank details and default ledger accounts
• Linking suppliers to specific cost centers, departments or projects
• Setting up default posting rules for recurring invoices (e.g. rent, leasing, telecom, software subscriptions)
• Regularly reviewing and merging duplicate supplier records created by OCR

With well-maintained supplier profiles, e-conomic can recognize incoming invoices faster and suggest accurate postings, which your accountant can then review and approve.

Daily bookkeeping and month-end closing in a shared system

When all invoices are digitized and stored in e-conomic, your accountant can take over much of the daily bookkeeping without needing to ask you for missing documents. They see the same invoice images, attachments and comments as you do.

In a typical collaboration model, your accountant will:

• Monitor the Smart Inbox and post supplier invoices on an ongoing basis
• Match supplier invoices with purchase orders or contracts where relevant
• Reconcile supplier accounts and bank transactions using the digital invoice archive
• Prepare monthly or quarterly financial statements based on up-to-date data

Because every booked transaction is linked to a digital document, month-end and year-end closing becomes faster and more transparent, and your accountant can answer questions from management or auditors directly in e-conomic.

Supporting compliance with Danish bookkeeping law

Under the Danish Bookkeeping Act, businesses must keep complete, traceable and secure accounting records. Digital invoices in e-conomic make it easier to meet these requirements, but the setup must be correct.

Your accountant can help you:

• Ensure that all invoices and receipts are stored in a way that cannot be altered without traceability
• Maintain the required retention period for accounting material (normally 5 years)
• Document internal controls around invoice approval and payment
• Prepare for potential inspections from Skattestyrelsen or other authorities

Because your accountant knows both the legal requirements and the technical options in e-conomic, they can design a digital workflow that is efficient and compliant at the same time.

Preparing for audits and tax inspections

When your company is audited or selected for a tax inspection, having all invoices digitized in e-conomic significantly reduces the workload. Your accountant can access the system remotely and prepare the necessary documentation without asking you to search through paper folders.

In practice, your accountant can:

• Export transaction lists with direct links to the underlying invoice images
• Filter and document specific periods, accounts, suppliers or projects
• Provide auditors with controlled access or deliver read-only exports
• Quickly respond to questions about specific invoices, VAT treatment or accounting entries

This speeds up the audit process and demonstrates that your company has a robust, digital bookkeeping setup.

Integrating expense apps and bank data with your accountant

If you use expense and receipt apps such as Pleo or Corpay One, your accountant can help you connect these tools to e-conomic and define how data flows between systems. This ensures that all digital receipts and card transactions end up correctly posted and matched with bank movements.

Your accountant can also set up automatic bank feeds or import bank files, then reconcile them against posted invoices and expenses. This creates a continuous, digital audit trail from invoice to payment and bank statement.

Ongoing advice based on real-time digital data

When your invoices are digitized and up to date in e-conomic, your accountant no longer works only with historical data. They can log in at any time, see your current payables, cash flow and cost structure, and give proactive advice.

This might include:

• Identifying suppliers with systematically late payments or incorrect invoicing
• Highlighting cost categories that are increasing and may need renegotiation
• Advising on cash flow planning based on upcoming invoice due dates
• Helping you structure your chart of accounts and dimensions for better reporting

Because all this is based on a complete, digital invoice archive, the advice is more accurate and timely than when working from partial or paper-based information.

Defining a clear division of responsibilities

To get the best collaboration, it is important to agree who does what in the digital invoice process. A common model for Danish companies using e-conomic is:

• You or your team: send invoices to Smart Inbox, approve invoices, handle payments
• Your accountant: set up suppliers, check VAT, post invoices, reconcile accounts, prepare reports and filings

By documenting this division of responsibilities and implementing it directly in e-conomic through user rights and workflows, you get a robust, efficient and compliant digital invoice process that supports your business as it grows.

What is the process for scanning invoices into e-conomic using the e-conomic app?

1. Download and install the e-conomic app on your phone.
2. Place the invoice on a flat and well-lit surface.
3. Open the app and log in using your login credentials.
4. Click on the "Ny" button to create a new invoice.
5. Scan the invoice into e-conomic by selecting the "udgift" option, pointing the camera at the invoice, and taking a picture of it.
6. If available, add any necessary information about the invoice.
7. Click "submit" to finalize the process and view the invoice in e-conomic.

To view all fields of a two-page document in e-conomic, simply swipe right and left to navigate between the pages. By doing so, users can access and review all necessary information associated with the document in question.