Keller & Kalmbach automates inbound invoices with Retarus Intelligent Document Processing

Keller & Kalmbach receives roughly 170,000 invoices annually, in a wide variety of currencies and formats. Each week, around 400 of these invoices are not directly related to a specific order and had to be processed manually. Because their previous OCR solution was unable to execute the extensive software adaptation required to achieve the necessary degree of automation, Keller & Kalmbach opted for Retarus IDP.

Efficient automation with Retarus

The IDP solution could be integrated seamlessly into the existing ERP system, allowing inbound invoices to be checked and verified automatically based on the master data, orders, and goods received. By checking that the inbound invoices contain all mandatory details, compliance with §14 UstG (German Value Added Tax Act) is also ensured. Subsequently, the validated invoice details are imported directly into the ERP system and archived.

Customized and adapted

Retarus’ IDP solution was customized to fully meet Keller & Kalmbach’s requirements. For instance, to ensure greater precision the master data is reconciled daily. The data is exported in EDIFACT format, meaning that Keller & Kalmbach can conveniently still use their existing interfaces. Other adaptations were successfully implemented, including a script to round off invoice values containing more than two decimal places, the extraction of the country of origin, and the ability to enter cost center information at item level, just to name a few examples.

Seamless integration

Following the introduction of Retarus Intelligent Document Processing, Keller & Kalmbach has benefited from significantly improved efficiency in its processing of invoices. High recognition rates substantially reduce the efforts required for manual processing. Thanks to the availability of flexible APIs, the solution could be integrated without requiring any changes to the EDI system. The implementation was completed within just four months, initially within a test environment after which it was brought into productive operation. While the service was being introduced, Retarus worked closely with the team at Keller & Kalmbach to streamline the implementation. Since coming into operative service, the solution has been running smoothly without any disruption or outages.

Anja Harms, Head of Accounting at Keller & Kalmbach, is satisfied: “With Retarus Intelligent Document Processing, we have found the ideal solution to automate our process for receiving inbound invoices. Since the implementation, it has hardly been necessary to process any invoices manually. Thanks to the support we received from the Retarus team, we were moreover able to implement our specific requirements without difficulty. Retarus has proven to be a reliable partner and has made a decisive contribution to the digital transformation of our accounting processes.”

About Retarus

Retarus is a global provider of APIs, gateways, and applications for messaging, email management, and the exchange of structured data for business processes – with top performance, security, and data protection, provided from the company's self-operated data centers around the globe. Founded in 1992 and headquartered in Munich, Germany, Retarus is owner-managed and proud of its innovation power. The company employs a staff of around 500 at 20 locations on four continents. Retarus' services are leveraged by the world's leading companies. The services are sold directly by Retarus or in close collaboration with selected partners. Analysts constantly commend Retarus' outstanding quality and reliability. More details: www.retarus.com