Converting Invoices to E-Economic Format in Denmark

Scanning invoices into e-conomic is a practical way to store them digitally in the system. Invoices that can be scanned include supplier invoices for larger purchases and invoices for smaller purchases. To scan a supplier invoice, select the Leverandør invoice scan type and fill in the date, supplier name, invoice number, total amount, payment term, and other relevant fields. For smaller purchases, select the Finansbilag scan type, and fill in the date, amount, currency, and account information. Then, select the opposite account and enter any relevant accounting notes.

Key requirements for e-invoices in Denmark (legal and technical overview)

In Denmark, e-invoicing is regulated by both national bookkeeping rules and EU standards. When you convert invoices to e-conomic format, you must ensure that each e-invoice meets specific legal and technical requirements so it can be used as valid accounting documentation and, where relevant, for public sector procurement.

Legal framework for e-invoices in Denmark

Danish e-invoices are governed mainly by the Danish Bookkeeping Act, the Danish VAT Act and EU rules on electronic invoicing. For most businesses, the key legal points are:

• Mandatory electronic bookkeeping: Companies that meet the criteria for bookkeeping obligation must keep their accounts electronically and store vouchers, including invoices, in a digital format that cannot be altered without trace. E-conomic is designed to meet these requirements when used correctly.
• Retention period: All invoices (including e-invoices) must be stored for at least 5 full financial years after the end of the financial year to which they relate. For example, an invoice from a financial year must remain accessible for 5 subsequent full financial years.
• Integrity and authenticity: You must be able to prove that the content of the invoice has not been changed and that the supplier is who they claim to be. This can be ensured through controlled processes in e-conomic, audit trails, access control and, where relevant, use of secure transmission channels such as Peppol.
• Legible and exportable: E-invoices must be readable for humans and exportable in a commonly used electronic format for tax inspections and audits. In e-conomic, invoices can be viewed on screen, exported and printed if needed.
• Language and currency: Invoices may be issued in foreign languages and currencies, but VAT amounts relevant for Danish VAT reporting must be clearly identifiable and convertible to DKK using a documented exchange rate.

Mandatory invoice content for Danish e-invoices

Whether you send or receive invoices in e-conomic, the same core data must be present for the invoice to be valid for Danish VAT and bookkeeping purposes. A compliant e-invoice should include at least:

• Full name and address of the supplier
• Supplier’s Danish CVR number (or foreign VAT ID for cross-border transactions)
• Full name and address of the customer
• Customer’s CVR number if the customer is VAT registered in Denmark
• Sequential invoice number that uniquely identifies the invoice
• Invoice date (issue date)
• Clear description of goods or services supplied
• Quantity and unit price for each line, if relevant
• Delivery date or period, if different from the invoice date
• Net amount excluding VAT
• Applicable VAT rate(s) and VAT amount(s)
• Total amount including VAT
• Reference to any VAT exemption or reverse charge, where applicable

For domestic B2B transactions, the standard Danish VAT rate is 25%. Certain supplies may be exempt (for example specific financial and health services) or outside the scope of Danish VAT; in such cases, the reason for no VAT must be clearly indicated on the invoice.

Special requirements for public sector e-invoices

If you invoice Danish public authorities, your e-invoices must comply with specific public sector rules:

• Mandatory e-invoicing: All invoices to Danish public entities must be sent electronically in a structured format via approved channels. Paper or simple PDF invoices are not accepted as official invoices for the public sector.
• OIOUBL and Peppol BIS formats: Danish authorities accept e-invoices in OIOUBL format and in Peppol BIS format transmitted through the Peppol network. E-conomic supports these standards through integrations and add-ons, allowing you to convert and send invoices in the required structure.
• EAN/GLN numbers: Public customers use EAN or GLN location numbers to identify departments and units. These identifiers must be included in the e-invoice in the correct field; otherwise, the invoice may be rejected.
• Order and contract references: Many public entities require a purchase order number, contract number or other reference field to be filled in exactly as specified in the order. When converting invoices to e-conomic format, these references must be mapped to the correct fields in the e-invoice.

Technical structure and formats for Danish e-invoices

From a technical perspective, Danish-compliant e-invoices are structured electronic documents, not just image files. When you convert invoices into e-conomic, you should be aware of the following:

• Structured data vs. image: A PDF or scanned image alone is not considered a fully structured e-invoice. For automation and compliance, key invoice data (supplier, customer, amounts, VAT, dates, references) must be captured as structured fields in e-conomic, either via XML formats (such as OIOUBL, Peppol BIS) or via OCR and data mapping.
• Supported standards: E-conomic can work with common formats used in Denmark, including OIOUBL and Peppol BIS for public sector invoicing, as well as other XML-based formats and PDFs for private sector transactions. During conversion, these formats are translated into e-conomic’s internal data structure.
• Unique identifiers: Each e-invoice must have a unique invoice number and, where relevant, a unique message ID in the XML structure. This helps prevent duplicates and supports audit trails.
• VAT and tax coding: VAT codes in the source invoice must be mapped to the correct VAT setup in e-conomic (for example, standard 25% VAT, VAT-exempt, reverse charge). Incorrect mapping can lead to wrong VAT reporting.

Data integrity, security and audit trail

Danish rules require that e-invoices remain complete, accurate and traceable throughout their lifecycle. When converting invoices into e-conomic format, you should ensure that:

• All original invoice data is captured and stored, including attachments where relevant
• Changes such as corrections or credit notes are processed through proper accounting entries rather than by overwriting the original invoice
• Access to invoices in e-conomic is controlled via user permissions, so only authorised staff can approve, post or modify accounting data
• System logs and histories in e-conomic are kept, providing a clear audit trail for tax authorities and auditors

Compliance when converting paper and PDF invoices

Many Danish businesses still receive invoices as PDFs or on paper. When these are converted into e-conomic format, the following requirements apply:

• The scanned or original PDF document should be attached to the transaction in e-conomic so that the visual representation of the invoice is preserved
• All key data (supplier, customer, invoice number, date, amounts, VAT, references) must be correctly captured and stored as structured data fields
• The converted e-invoice must be clearly linked to the original document, ensuring traceability
• The digital copy in e-conomic becomes the primary accounting document and must be stored for the full retention period

By ensuring that your converted invoices in e-conomic meet these Danish legal and technical requirements, you create a compliant, audit-ready e-invoicing process that supports accurate VAT reporting, efficient workflows and secure long-term archiving.

Supported invoice formats in e-conomic (PDF, XML, OIOUBL, Peppol, etc.)

e-conomic supports several invoice formats that are commonly used in Denmark and across the EU. Choosing the right format is important both for smooth bookkeeping and for compliance with Danish e-invoicing and VAT rules. Below you will find an overview of the main formats you can work with when converting invoices to e-conomic format.

PDF invoices

PDF is still the most frequently used format for supplier invoices in Denmark. In e-conomic you can:

• Upload PDF invoices manually to the Smart Inbox
• Forward PDF invoices received by email to a dedicated e-conomic email address
• Attach PDFs to existing entries as documentation for bookkeeping and VAT control

PDF files are treated as image documents. To extract data automatically (supplier, invoice number, VAT amount, due date, etc.), you need OCR functionality, either via e-conomic’s Smart Inbox or an integrated scanning/OCR app. The PDF itself is not an e-invoice in the legal sense, but it can be converted into a structured e-conomic entry that meets Danish bookkeeping requirements.

XML-based e-invoices

XML is the technical basis for most structured e-invoice formats. e-conomic can import and interpret XML files from a range of systems, as long as the file structure is compatible with Danish and EU standards. XML invoices are especially relevant when you receive data directly from another accounting or ERP system and want to avoid manual entry.

When importing XML invoices, it is important that key fields are correctly mapped to e-conomic fields, including:

• Supplier CVR number and VAT registration
• Invoice date, due date and payment terms
• Net amount, 25% Danish VAT, and any VAT-exempt lines
• Currency code (e.g. DKK, EUR, SEK) and exchange rate information

Proper mapping ensures that the XML invoice can be posted correctly to the general ledger and VAT reporting in Denmark.

OIOUBL – Danish public sector e-invoices

OIOUBL is the Danish standard for electronic invoicing to public authorities. If your company invoices state, regional or municipal customers, you are required to send e-invoices in a format that complies with OIOUBL and the Danish implementation of the European e-invoicing standard.

e-conomic supports OIOUBL invoices both for sending and receiving. For incoming supplier invoices, this means you can:

• Receive OIOUBL invoices directly into e-conomic via integrated networks
• Convert OIOUBL data into standard e-conomic invoice entries
• Retain the original OIOUBL file as documentation for audits and public sector requirements

OIOUBL invoices typically include structured information such as EAN/GLN numbers, order references, project numbers and detailed VAT breakdowns. e-conomic can use this information to automate account selection, cost center allocation and approval flows, which is particularly useful if you handle a large volume of public sector invoices.

Peppol e-invoices

Peppol is the European network for secure exchange of electronic documents, including e-invoices. Denmark participates actively in Peppol, and many Danish companies and public entities use Peppol BIS formats for cross-border and domestic e-invoicing.

With the right Peppol integration, e-conomic can receive Peppol invoices and convert them into standard invoice entries. This is especially relevant if you:

• Work with suppliers or customers in other EU/EEA countries
• Need to comply with public procurement rules that require Peppol-based e-invoicing
• Want to reduce manual handling of foreign invoices and currency conversions

Peppol invoices are structured and machine-readable, which improves data quality and reduces the risk of errors in VAT and ledger postings. The original Peppol file can be stored in e-conomic alongside the converted invoice for full audit trail and documentation.

Other supported formats and integrations

In addition to PDF, XML, OIOUBL and Peppol, e-conomic can work with other formats through integrations and import tools, for example:

• CSV or Excel files exported from other accounting systems, which can be mapped to e-conomic’s invoice fields
• Image files (JPG, PNG, TIFF) converted to structured data via OCR and then imported as invoices
• Proprietary formats from specific scanning solutions or ERP systems, handled via dedicated apps in the e-conomic marketplace

The key is that the final result in e-conomic is always a structured invoice entry that meets Danish bookkeeping rules, including correct VAT treatment, documentation and traceability.

Choosing the right format for your business

For most Danish companies, a combination of formats is used in practice:

• PDF and image invoices from smaller suppliers, converted via Smart Inbox or OCR
• OIOUBL or Peppol e-invoices for public sector and larger corporate customers
• XML or CSV imports when migrating from another system or handling bulk invoice data

When setting up your invoice conversion process, it is worth standardising as much as possible around structured formats such as OIOUBL and Peppol. This reduces manual work, improves data quality and supports full compliance with Danish VAT and bookkeeping legislation, while ensuring that all converted invoices are stored securely and can be retrieved quickly during audits or internal reviews.

Preparing supplier invoices for conversion to e-conomic format

Before you can convert supplier invoices into e-conomic format, it is crucial to ensure that the documents are complete, readable and compliant with Danish VAT and bookkeeping rules. Good preparation significantly reduces manual corrections later and helps you stay compliant with the Danish Bookkeeping Act and SKAT requirements.

Check that each supplier invoice is legally compliant

Only invoices that meet Danish VAT requirements should be imported into e-conomic. For each supplier invoice, verify that at least the following information is clearly stated:

• Supplier’s full legal name, address and CVR number
• Your company’s name and address (and CVR number if you are VAT registered)
• Unique, consecutive invoice number assigned by the supplier
• Invoice date and, if different, delivery date or period
• Clear description of goods or services supplied
• Quantity, unit price and net amount per line
• Applicable VAT rate (typically 25% standard Danish VAT, or clear indication of VAT exemption/0% where relevant)
• Total VAT amount in DKK and total invoice amount including VAT
• Currency code if the invoice is not issued in DKK (e.g. EUR, SEK, USD)
• Payment terms, due date and bank details (e.g. IBAN, account number, payment ID)

If any of these elements are missing or unclear, request a corrected invoice from the supplier before importing it into e-conomic.

Standardise formats and file quality

e-conomic supports several formats, but the most common for supplier invoices are PDF and structured e-invoice formats such as OIOUBL and Peppol BIS. To ensure smooth conversion, follow these guidelines:

• Use original digital PDFs whenever possible, not photos or screenshots.
• Make sure PDFs are not password-protected or locked against text extraction.
• Avoid multi-document PDFs; each invoice should be a separate file.
• Ensure that all pages of the invoice are included in the same file (front, back, attachments).
• For scanned invoices, use a minimum resolution of 300 dpi and good contrast so OCR tools and Smart Inbox can read the data correctly.

If your suppliers can send OIOUBL or Peppol invoices directly, encourage them to do so. Structured formats significantly reduce manual work because e-conomic can read invoice data without relying on OCR.

Agree clear invoice standards with suppliers

To make conversion into e-conomic as accurate as possible, align with your key suppliers on how they issue invoices. Consider asking them to:

• Use consistent product and service descriptions that match your internal naming where possible.
• Include your purchase order number, project number or cost center on every invoice.
• Indicate VAT treatment per line (standard 25%, exempt, reverse charge, etc.).
• Send invoices to your dedicated e-conomic email address or via Peppol/OIOUBL instead of paper.

Clear standards reduce manual coding in e-conomic and make it easier to automate posting rules and approval workflows.

Prepare coding information for e-conomic

Before importing supplier invoices, define how they should be posted in your e-conomic chart of accounts. This preparation helps you map invoice data correctly during conversion:

• Identify typical expense accounts for each supplier (e.g. rent, office supplies, IT services, subcontractors).
• Decide which VAT codes to use for different types of purchases (e.g. domestic 25% VAT, reverse charge on EU services, VAT-exempt costs).
• Set up cost centers, departments or dimensions in e-conomic if you need to track costs by project, location or team.
• Create supplier-specific posting templates or default accounts where appropriate.

Having this structure in place before conversion allows e-conomic and any connected OCR tools to suggest or automatically apply the correct accounts and VAT codes.

Organise invoices before importing

Well-organised invoice files make the conversion process faster and more reliable. Consider the following practices:

• Group invoices by supplier or by period (for example, one folder per month) before uploading.
• Use clear file names that include supplier name, invoice number and date, such as suppliername_12345_2024-01-15.pdf.
• Separate credit notes from regular invoices and mark them clearly in the file name.
• Keep supporting documents (contracts, delivery notes, timesheets) easily accessible in case you need them during approval or audit.

Although e-conomic does not require a specific file naming convention, consistent naming helps you quickly identify and correct issues during conversion and validation.

Handle foreign currency and cross-border invoices

Supplier invoices in foreign currencies or from foreign suppliers require extra preparation before conversion to e-conomic:

• Check that the invoice clearly states the currency and total amounts.
• Determine the correct exchange rate to use for bookkeeping in DKK, based on your company’s policy (for example, the official Danmarks Nationalbank rate on the invoice date).
• Identify whether the invoice is subject to Danish reverse charge rules (e.g. services from EU suppliers) and which VAT code you will use in e-conomic.
• Ensure that import VAT and customs documentation for goods from outside the EU can be matched to the supplier invoice if needed.

Preparing this information in advance allows you to set the correct VAT treatment and amounts when the invoice is converted and posted in e-conomic.

Ensure compliance with Danish retention and documentation rules

Digital invoices stored in e-conomic must meet Danish bookkeeping and VAT documentation requirements. Before conversion, make sure that:

• You keep the full, original invoice file (PDF, OIOUBL, Peppol, etc.), not just extracted data.
• Invoices are legible and can be presented to SKAT on request for the entire statutory retention period.
• Any manual changes, notes or corrections are documented in e-conomic, not by altering the original invoice file.

By preparing supplier invoices with these points in mind, you create a solid foundation for accurate, efficient conversion into e-conomic format and reduce the risk of errors, rejected invoices and non-compliance during audits.

Using e-conomic Smart Inbox for automatic invoice capture and conversion

Smart Inbox in e-conomic is a central hub where all incoming purchase invoices, credit notes and receipts are collected, read and prepared for booking. Instead of typing invoice data manually, you let the system capture information automatically using OCR and predefined rules. This reduces errors, speeds up processing and helps you stay compliant with Danish bookkeeping and VAT rules.

How Smart Inbox works in practice

Every e-conomic agreement has a unique Smart Inbox email address. Suppliers can send their invoices directly to this address, or you can forward invoices you receive in your own mailbox. You can also upload documents manually as PDF or image files, or import structured formats such as XML, OIOUBL or Peppol BIS.

When a document arrives in Smart Inbox, e-conomic automatically reads the content and suggests key data such as supplier, invoice number, invoice date, due date, total amount, VAT amount and currency. You then review and approve the suggestions before the invoice is transferred to the purchase module and prepared for posting to the ledger.

Supported document types and formats

Smart Inbox is designed to handle the most common formats used in Denmark:

• PDF invoices sent by email
• Scanned paper invoices and receipts (JPEG, PNG, TIFF and similar image formats)
• Structured e-invoices such as OIOUBL and Peppol BIS
• XML files exported from other accounting or invoicing systems

Structured formats (OIOUBL, Peppol, XML) usually provide more accurate data capture, because the invoice fields are clearly defined. For PDF and image files, Smart Inbox uses OCR to read the content and then interprets the data based on Danish invoice standards and your existing supplier settings.

Setting up Smart Inbox for your company

To get the most out of Smart Inbox, it is important to configure a few elements from the start:

• Distribute your Smart Inbox email address to all suppliers and ask them to send invoices directly to this address. This reduces the risk of invoices getting lost in personal inboxes.
• Register suppliers correctly in e-conomic, including CVR number, default VAT handling, default expense accounts and payment terms. This helps Smart Inbox match incoming invoices to the right supplier and accounting setup.
• Define standard posting rules for recurring costs such as rent, telecom, software subscriptions or insurance. When Smart Inbox recognises a supplier, it can suggest the correct expense account and VAT code automatically.
• Activate and test OCR on a sample of typical invoices (Danish, EU and non-EU) to verify that invoice number, dates, amounts and VAT are captured correctly.

Automatic data capture and field mapping

Smart Inbox reads and maps invoice data to the fields used in e-conomic. For Danish companies registered for VAT, this includes:

• Supplier identification (name, CVR number, supplier number in e-conomic)
• Invoice number and credit note reference
• Invoice date and due date based on agreed payment terms
• Net amount, VAT amount and gross amount
• Applicable VAT rate (typically 25% standard Danish VAT, or 0% for exempt or out-of-scope transactions)
• Currency and exchange rate handling when the invoice is not in DKK

Where possible, Smart Inbox also suggests the correct ledger account, cost center, department or project, based on your previous postings and supplier defaults. You can adjust these suggestions before approving the invoice, and the system will learn from your corrections over time.

Handling VAT correctly in Smart Inbox

Accurate VAT handling is critical under Danish rules. Smart Inbox supports standard Danish VAT logic, but you remain responsible for the final classification. For each invoice, you should verify that:

• The VAT rate is correct (most domestic purchases are subject to 25% VAT, while certain services and financial activities are exempt or outside the scope).
• Reverse charge is applied correctly for purchases from other EU countries when required, so that output and input VAT are reported in the correct boxes in the Danish VAT return.
• Non-EU purchases are treated correctly, including import VAT where applicable.
• Non-deductible VAT (for example on certain car expenses or representation costs) is posted to the right accounts and not claimed as input VAT.

Smart Inbox can suggest VAT codes based on supplier and invoice content, but you should always review invoices that involve cross-border transactions, mixed VAT rates or partially deductible VAT.

From Smart Inbox to booking in the ledger

Once you have reviewed the captured data, you can approve the invoice in Smart Inbox. The invoice is then created in the purchase module with all relevant fields pre-filled. Before posting to the ledger, you can still adjust:

• Expense accounts and cost centers
• Project or department allocation
• Payment terms and due date
• VAT codes and amounts, if necessary

When the invoice is posted, it becomes part of your official accounting records and is included in your VAT reporting and financial statements in line with Danish bookkeeping requirements.

Using Smart Inbox with approval workflows

Smart Inbox can be combined with approval workflows in e-conomic. After data capture, invoices can be routed to specific employees or managers for review and approval before they are posted. This is particularly useful for companies that must document internal controls and segregation of duties under Danish bookkeeping rules.

You can define approval limits based on amount, department or project, and ensure that invoices above a certain threshold are always approved by a responsible person. Smart Inbox provides a clear overview of which invoices are waiting for approval and helps you avoid late payments and interest charges.

Reducing manual work and errors

By centralising invoice capture in Smart Inbox, you significantly reduce manual data entry. This lowers the risk of typing errors in invoice numbers, dates, amounts or VAT, which in turn reduces reconciliation issues and corrections in your Danish VAT returns. It also makes it easier to keep your accounts up to date, because invoices are processed continuously instead of in large manual batches.

Compliance and document storage

Invoices processed through Smart Inbox are stored digitally in e-conomic together with the booking entry. This supports Danish requirements for electronic storage and traceability of accounting material. You can always open the original invoice from the booking, see the full audit trail and document how VAT and expenses were treated.

Because all documents are stored centrally, you are better prepared for potential control from the Danish Tax Agency and can quickly retrieve invoices based on supplier, amount, date, account, project or other search criteria.

Best practices for using Smart Inbox in Denmark

To get maximum value from Smart Inbox in a Danish context, consider the following practices:

• Ask all suppliers to send invoices electronically, preferably as OIOUBL or Peppol BIS, or at least as clear, text-based PDFs.
• Keep supplier master data up to date, including CVR numbers and default VAT handling, so Smart Inbox can match and classify invoices correctly.
• Define clear internal routines for who reviews, approves and posts invoices captured in Smart Inbox.
• Regularly review invoices with special VAT treatment (EU, non-EU, exempt or partially deductible costs) to ensure ongoing compliance with Danish VAT rules.
• Use the search and filter options in Smart Inbox to monitor unprocessed invoices and avoid bottlenecks at month-end or VAT reporting deadlines.

With a well-configured Smart Inbox and consistent internal routines, you can convert incoming invoices into e-conomic format efficiently, maintain accurate Danish VAT reporting and keep your bookkeeping both compliant and up to date.

Converting emailed PDF invoices into e-conomic via a dedicated email address

Sending supplier invoices directly to e-conomic via a dedicated email address is one of the fastest ways to get PDF invoices into your accounting system. Instead of downloading, printing or manually uploading files, you forward them to a unique email that feeds into e-conomic’s Smart Inbox, where they can be read by OCR, enriched and prepared for booking in line with Danish bookkeeping rules.

How the dedicated email address in e-conomic works

Each e-conomic agreement can have one or more dedicated email addresses for incoming invoices and documents. When a supplier sends a PDF invoice to this address, e-conomic automatically:

• Receives the email and stores the PDF in Smart Inbox
• Runs OCR to read key invoice data (supplier, invoice number, date, amounts, VAT)
• Suggests postings based on your previous bookings and supplier settings
• Prepares the document for approval and posting to the ledger

The email address is unique to your company, so all invoices sent there are linked directly to your e-conomic agreement. You can share this address with suppliers or use it internally to forward invoices received by employees.

Setting up and sharing your invoice email address

In e-conomic you can create or view your dedicated email address in the Smart Inbox or document settings. For most Danish companies it is best practice to:

• Create a simple, supplier-friendly alias (for example, invoices@yourcompany.dk) that forwards to the e-conomic address
• Inform suppliers in writing that PDF invoices must be sent to this address only
• Specify that each email should contain one invoice PDF as the main attachment
• Ask suppliers to avoid password-protected or scanned images with very low quality

Centralising all supplier invoices on one email address reduces the risk of missing invoices and makes it easier to comply with Danish documentation and storage requirements.

Requirements for emailed PDF invoices

To ensure that invoices can be converted correctly into e-conomic format and meet Danish VAT and bookkeeping rules, you should require that suppliers:

• Send invoices as standard PDF files (not photos embedded in Word or similar)
• Include all mandatory invoice details under Danish VAT law:
  • Supplier’s name, address and CVR number
  • Customer’s name and address (and CVR number for B2B)
  • Sequential invoice number
  • Invoice date and, where relevant, delivery date
  • Clear description of goods or services
  • Net amount, VAT amount and gross amount
  • Applicable VAT rate (0%, 25% or exemption reference)
• Use one currency per invoice and specify the currency code (for example, DKK, EUR, SEK)
• State payment terms and due date

Well-structured invoices improve OCR accuracy and reduce manual corrections when you convert them in e-conomic.

Workflow: from email to booked invoice

A typical workflow for converting emailed PDF invoices into e-conomic looks like this:

1. The supplier emails a PDF invoice to your dedicated invoice address.
2. The invoice appears in Smart Inbox, where OCR extracts key data.
3. You or your accountant review the suggested data, correct any fields and assign the correct ledger accounts, VAT codes and cost centres.
4. If you use approval workflows, the invoice is routed to the responsible manager for approval.
5. Once approved, the invoice is posted to the purchase ledger and becomes part of your digital archive.

This process ensures that all emailed invoices are converted into a structured e-conomic format that supports reporting, VAT returns and audit requirements in Denmark.

Best practices for Danish companies

To get the most out of the dedicated email function and stay compliant in Denmark, consider the following practices:

• Use separate email addresses for invoices, credit notes and other documents if your volume is high, and route each to the correct inbox in e-conomic.
• Define internal rules for who monitors the Smart Inbox daily, so no invoice remains unprocessed close to payment deadlines.
• Set up supplier-specific posting templates in e-conomic to standardise VAT codes (for example, 25% Danish VAT, reverse charge for EU services, or 0% export) and cost accounts.
• Ensure that all emailed invoices are stored only within e-conomic or other approved systems, so your digital archive meets Danish retention rules and GDPR requirements.

With a clear setup and consistent use of the dedicated email address, your company can significantly reduce manual data entry, improve accuracy and maintain a complete, audit-ready archive of all supplier invoices in e-conomic.

Importing invoices in bulk into e-conomic from other accounting systems

When you migrate to e-conomic from another accounting system, importing invoices in bulk is often the most efficient way to keep your Danish bookkeeping complete and compliant. Properly planned, a bulk import allows you to bring in historical purchase and sales invoices, preserve VAT documentation and maintain a clear audit trail for the Danish Tax Agency (Skattestyrelsen).

When bulk importing invoices makes sense

Bulk import is particularly useful if you:

• Switch from another accounting platform and want to keep several years of invoice history
• Consolidate multiple systems (for example, a POS system and a separate invoicing tool) into e-conomic
• Need to import large volumes of supplier invoices from a scanning/OCR solution or ERP
• Regularly receive structured invoice data (for example XML, CSV) from group companies or external systems

Supported data sources and formats

e-conomic supports importing invoice data from a range of systems, as long as you can export the data in a structured format. Typical formats include:

• CSV or TXT files with delimited columns
• Excel files (XLS/XLSX) converted to CSV
• XML files, including OIOUBL and Peppol BIS for e-invoices
• Data exported via API from other accounting or ERP systems

PDF files alone are not sufficient for bulk import, because they do not contain structured data. If you only have PDFs, you will usually need an OCR or invoice capture solution that converts them into structured data before import.

Preparing data for import

Before importing, clean and standardise your invoice data. This reduces errors and ensures that your records meet Danish bookkeeping requirements.

Key points to check:

• Unique invoice numbers: Each invoice must have a unique number that fits your e-conomic number series. Avoid duplicates and gaps that could raise questions during a tax audit.
• Correct dates: Invoice date, due date and posting date should be clearly separated. For Danish VAT, the invoice date and tax point are crucial for reporting in the correct VAT period.
• Customer and supplier IDs: Make sure customer and supplier numbers match or can be mapped to your e-conomic debtor and creditor numbers.
• VAT information: Each line should indicate whether Danish VAT (typically 25%) is applied, exempt or reverse-charged, and show the VAT amount where relevant.
• Accounts and cost centres: Revenue and cost accounts, departments, cost centres and dimensions should be aligned with your e-conomic chart of accounts and tracking structure.
• Currency codes: Use standard ISO currency codes (DKK, EUR, SEK, etc.) and ensure exchange rates are available for non-DKK invoices.

Mapping invoice fields to e-conomic

During import, each column or XML tag must be mapped to the correct field in e-conomic. Typical mappings include:

• Invoice number, type (sales or purchase), invoice date and due date
• Customer or supplier number, name and VAT registration number (CVR/SE-nr.)
• Net amount, VAT amount and gross amount per line and per invoice
• VAT code (for example, standard 25% VAT, VAT-exempt, EU reverse charge, export)
• General ledger account for each line (income, cost, asset, liability)
• Dimensions such as department, project or cost centre, if used
• Currency and, where relevant, exchange rate or base currency amount

Correct mapping is essential to ensure that your VAT reporting, profit and loss and balance sheet are accurate after the import.

Importing sales and purchase invoices

Sales invoices (debtors) and purchase invoices (creditors) are usually imported separately. For each type, decide whether you want to import:

• Open items only: Outstanding invoices that are not yet paid, so that your debtor and creditor balances in e-conomic match reality
• Full history: All invoices for a given period (for example, the last 3–5 years) to preserve a complete audit trail

If you import full history, you may also need to import related payments and credit notes to keep customer and supplier balances correct.

Handling VAT and Danish compliance

For Danish companies, VAT handling is a critical part of any bulk import. Ensure that:

• Standard Danish VAT at 25% is correctly applied to domestic taxable supplies
• VAT-exempt sales and purchases (for example, certain financial or health services) are flagged with the correct VAT code
• EU intra-Community acquisitions and supplies are marked for reverse charge and reported correctly in your VAT and EC sales lists
• Imports and exports outside the EU are identified so that import VAT and customs handling can be documented separately

Imported invoices must support your VAT returns and be stored in a way that meets Danish bookkeeping rules, including retention of documentation for at least five years.

Testing with a sample import

Before importing thousands of invoices, run a test with a small sample file. Check that:

• Amounts, VAT and balances match your previous system
• Invoices appear under the correct customers and suppliers
• Accounts, cost centres and projects are posted as expected
• Reports in e-conomic (ledger, VAT, aged receivables/payables) reconcile with your old system

Adjust your mapping and data format based on the test results, then proceed with the full import once you are confident everything is correct.

Using e-conomic tools and integrations

Depending on your setup, you can import invoices into e-conomic by:

• Using built-in import functions for CSV/XML files
• Connecting via the e-conomic API from another system or integration platform
• Leveraging third-party migration tools that are certified for e-conomic

For larger or more complex migrations, it is often efficient to combine these tools with professional accounting support to ensure that the imported data meets Danish regulatory standards.

Post-import checks and reconciliation

After the bulk import, perform thorough checks:

• Reconcile debtor and creditor balances against your old system
• Compare VAT totals per period to previously submitted VAT returns
• Verify that key customers and suppliers show correct open items and payment history
• Run trial balance and profit and loss reports to confirm that figures are consistent

Document your import process and reconciliation results. This documentation can be valuable during audits and demonstrates that your transition to e-conomic has preserved the integrity of your Danish accounting records.

Mapping invoice fields correctly to e-conomic (VAT, accounts, dimensions, cost centers)

Correctly mapping invoice fields when converting documents into e-conomic is essential for accurate bookkeeping, VAT reporting and compliance with Danish rules. A well-configured setup also reduces manual corrections and speeds up your month-end closing.

Core invoice fields that must be mapped

When supplier invoices are imported or converted to e-conomic format, each key field should be linked to the right place in your chart of accounts and VAT setup:

• Supplier (vendor) data – CVR number, name, address and payment terms must match the supplier card in e-conomic. This ensures correct creditor balances and supports digital audit trails.
• Invoice number and date – used for matching, payment scheduling and VAT period allocation. The invoice date determines which VAT period the transaction belongs to.
• Due date – drives payment reminders, cash-flow planning and automatic payment files.
• Net amount, VAT amount and gross amount – must be split correctly per VAT code to ensure accurate Danish VAT reporting.
• Currency – determines whether the invoice is posted in DKK or a foreign currency, and which exchange rate is applied.
• Payment reference – FIK/OCR or other reference numbers are needed for automatic bank reconciliation.

Mapping VAT correctly in e-conomic

Denmark has a standard VAT rate of 25% on most goods and services, with a number of exempt areas (for example certain financial services, health care and education). There are no reduced VAT rates, so correct mapping focuses on distinguishing between:

• Purchases with 25% input VAT that can be deducted
• VAT-exempt purchases with no input VAT deduction
• Reverse charge transactions on certain cross-border services and goods within the EU

In e-conomic, these are handled via VAT codes linked to your accounts. When converting invoices, make sure that:

• Lines with Danish VAT are mapped to accounts with a 25% VAT code for input VAT
• Exempt purchases (e.g. bank fees, some insurance products) are mapped to accounts with a VAT-exempt code
• EU purchases of goods and services are mapped to reverse charge VAT codes, so both output and input VAT are reported correctly
• Non-EU imports are mapped in line with customs VAT handling, typically using dedicated import and customs VAT accounts

Incorrect VAT mapping can lead to under- or over-reporting in your periodic VAT return to Skattestyrelsen, so it is worth testing your mappings on a sample of invoices before going fully automatic.

Choosing the right accounts for invoice lines

Each invoice line should be mapped to the correct general ledger account in your chart of accounts. For Danish companies, this is crucial for both statutory reporting and management reporting. Typical mappings include:

• Cost of goods sold – for inventory-related purchases and resale goods
• Operating expenses – such as rent, utilities, office supplies, IT subscriptions and professional services
• Staff-related costs – travel, training, staff welfare and other HR-related expenses
• Fixed assets – for investments that must be capitalised and depreciated over time

When setting up automatic conversion rules in e-conomic or connected OCR tools, you can define default accounts per supplier or per type of expense. For example, invoices from your electricity provider can default to a utilities account, while software subscriptions can default to an IT expenses account. This reduces manual coding and keeps your P&L consistent.

Using dimensions and cost centers in e-conomic

Beyond the main account, many Danish businesses use e-conomic dimensions (such as departments, projects or cost centers) to track profitability and budgets. When converting invoices, you can map:

• Department or cost center – for example sales, marketing, production or administration
• Project or job number – to allocate costs directly to client projects or internal initiatives
• Purpose codes – where your internal policies require specific tagging of certain cost types

These dimensions can often be derived from information on the invoice, such as a project reference, order number or internal contact person. In e-conomic, you can create rules that automatically assign a department or project based on the supplier, the account or keywords in the invoice description. This makes your reporting more detailed without adding manual work.

Handling foreign currency invoices

When you receive invoices in EUR or other currencies, correct mapping ensures that both the foreign currency and DKK values are stored properly. In e-conomic you should:

• Link each supplier to a default currency when relevant
• Ensure the conversion uses the correct exchange rate for the invoice date, according to your accounting policy
• Map any exchange rate differences to dedicated gain/loss accounts

This is important for companies trading within the EU and globally, as it affects both your profit and your VAT reporting where reverse charge rules apply.

Practical steps to set up reliable mappings

To make your invoice conversion into e-conomic as accurate and automated as possible, it helps to follow a structured setup:

1. Review and clean your chart of accounts, VAT codes and dimensions so they reflect your current business and Danish reporting requirements.
2. Define default accounts and VAT codes per supplier for your main vendors, especially utilities, telecoms, software, logistics and professional services.
3. Set up automatic rules in e-conomic or your scanning/OCR solution to map invoice lines based on supplier, text patterns or amounts.
4. Test the mappings on a sample of invoices and verify that VAT, accounts and dimensions are posted correctly in the ledger.
5. Document your mapping rules and internal controls so that bookkeepers and auditors can understand how invoices are coded.

Quality control and compliance

Danish bookkeeping rules require that accounting records are accurate, traceable and stored in a way that allows effective control. When converting invoices to e-conomic format, you should regularly:

• Check that VAT postings reconcile with your VAT returns
• Review expense accounts for obvious mispostings (for example large asset purchases booked as office supplies)
• Verify that key cost centers and projects receive all relevant costs
• Update mapping rules when suppliers change invoice layouts or when your business structure changes

A disciplined approach to mapping invoice fields in e-conomic gives you reliable financial data, reduces the risk of VAT errors and supports compliance with Danish bookkeeping and documentation requirements.

Handling foreign currency and cross-border invoices in e-conomic

When you receive invoices in foreign currencies or from suppliers and customers outside Denmark, e-conomic can handle them efficiently – but only if the settings and accounting treatment are correct. Proper setup is essential to comply with Danish VAT rules and to keep your bookkeeping and reporting in line with the Danish Bookkeeping Act and Skattestyrelsen’s requirements.

Setting up currencies and exchange rates in e-conomic

Before you start converting foreign invoices, make sure your currency settings in e-conomic are configured correctly. The base currency in Danish companies is typically DKK, but you can create and use additional currencies such as EUR, USD, GBP, SEK or NOK.

Exchange rates can be maintained manually or via automatic updates. For Danish tax and VAT reporting, the key principle is that amounts must ultimately be recorded in DKK. You can use:

• the official exchange rate from Danmarks Nationalbank, or
• another consistent, documented market rate (for example, from your bank)

Whichever source you use, apply it consistently and keep documentation of the rates used for each accounting period. This is important if Skattestyrelsen requests supporting evidence for your VAT and income tax calculations.

Converting EU cross-border invoices (B2B and B2C)

For invoices within the EU, VAT treatment depends on whether the transaction is B2B or B2C and whether you are dealing with goods or services. When converting these invoices into e-conomic format, you must map them to the correct VAT codes and accounts.

Key rules for Danish companies include:

• Intra-EU purchases of goods (B2B): Typically subject to reverse charge in Denmark. You must calculate Danish VAT (25%) on the purchase value and record both output and input VAT. In e-conomic, use the appropriate EU purchase VAT code so that the system posts VAT correctly on both sides.
• Intra-EU purchases of services (B2B): Also usually covered by the reverse charge mechanism. Again, you calculate 25% Danish VAT and post it as both output and input VAT, assuming you have full deduction rights.
• Intra-EU sales of goods (B2B): If the customer has a valid VAT number in another EU country and the goods are transported to that country, the sale is typically zero-rated in Denmark. In e-conomic, use the correct EU sales VAT code and ensure the customer’s VAT number and country code are stored and transferred correctly.
• Intra-EU sales of services (B2B): Often outside the scope of Danish VAT and taxed in the customer’s country under the reverse charge. In e-conomic, use the relevant VAT code for “services to EU customers” so the invoice is reported correctly in your VAT return and EC Sales List (EU-salg uden moms).
• B2C sales within the EU: If you sell to private consumers in other EU countries, you may need to use the EU One Stop Shop (OSS) scheme and apply the VAT rate of the customer’s country. e-conomic must therefore be set up with foreign VAT rates and the correct VAT codes for OSS reporting.

Handling invoices from outside the EU

Invoices from suppliers and customers outside the EU require a different VAT treatment. When converting these invoices into e-conomic, pay attention to how customs, import VAT and export rules are reflected in your accounts.

• Imports of goods from non-EU countries: Danish import VAT (25%) is normally calculated by customs based on the customs value (including freight and insurance). You typically receive a customs declaration or import VAT statement from Skattestyrelsen or your freight forwarder. In e-conomic, record the supplier invoice (usually without VAT) and then post the import VAT based on the customs documentation, using the correct import VAT account and VAT code.
• Imports of services from non-EU suppliers: Usually subject to reverse charge in Denmark. You calculate 25% Danish VAT and post it as both output and input VAT, similar to intra-EU services.
• Exports of goods and services to non-EU customers: Often zero-rated in Denmark if the goods leave the EU or if the service qualifies as an export. In e-conomic, use the export VAT code so the sale is reported correctly as VAT-exempt with the right legal basis.

Mapping VAT, accounts and dimensions for foreign invoices

When converting foreign currency and cross-border invoices into e-conomic format, correct field mapping is crucial. Each invoice line should be linked to:

• the correct general ledger account (for example, “EU purchases of goods”, “Non-EU services”, “Export sales”)
• the appropriate VAT code (25% domestic, reverse charge, zero-rated EU, export, OSS, etc.)
• relevant dimensions such as cost centers, departments or projects, if you use them

For foreign currency invoices, ensure that the original currency, exchange rate and DKK equivalent are all captured. In e-conomic, this allows you to track amounts in both the foreign currency and DKK, and to reconcile supplier and customer balances correctly.

Dealing with exchange rate differences

Between the invoice date and the payment date, exchange rates often change. Danish accounting rules require you to recognize realized exchange gains or losses when the invoice is settled, and unrealized differences at the balance sheet date if you revalue open items.

In e-conomic, you can:

• set up separate accounts for realized exchange gains and losses
• use the system’s revaluation functions to calculate unrealized differences on open foreign currency items

Make sure the conversion process preserves the original invoice date and currency so that e-conomic can calculate the correct difference between the original rate and the payment or revaluation rate.

Cross-border invoice content and documentation

To comply with Danish bookkeeping rules, cross-border invoices converted to e-conomic must still contain all mandatory information, including:

• supplier and customer names and addresses
• VAT numbers where required (for example, for intra-EU B2B transactions)
• invoice date and unique invoice number
• description of goods or services
• quantity, unit price and total amount
• currency and, where relevant, exchange rate used
• clear indication of VAT treatment (for example, “Reverse charge”, “Intra-EU supply”, “Export of services”)

When invoices are scanned, imported via Smart Inbox or received through Peppol, ensure that these fields are captured and mapped correctly during conversion. Missing or incorrect data can lead to VAT errors and problems during a tax audit.

Using Smart Inbox and OCR for foreign invoices

e-conomic Smart Inbox and integrated OCR tools can read and interpret foreign invoices, but they must be trained and configured for cross-border scenarios. To improve accuracy:

• define supplier-specific rules for foreign vendors, including default currency, VAT code and ledger account
• check that the OCR correctly identifies the currency symbol and decimal format
• verify that VAT amounts and VAT rates are recognized correctly, especially when foreign VAT is shown but not deductible in Denmark

For example, if you receive an invoice from a German supplier with German VAT that you cannot deduct in Denmark, you should map the VAT-inclusive amount to an expense account and use a VAT code that does not claim Danish input VAT.

VAT reporting and control for cross-border transactions

All converted cross-border invoices must feed correctly into your Danish VAT return and, where applicable, your EC Sales List and OSS reports. In e-conomic, this depends entirely on the VAT codes you use during conversion.

As part of your monthly or quarterly closing, you should:

• run VAT reports in e-conomic and check that EU purchases, EU sales, imports and exports are reported in the correct boxes
• reconcile foreign currency balances on supplier and customer accounts
• review exchange gains and losses posted during the period

This control process helps ensure that your digital invoice conversion supports accurate VAT reporting and reduces the risk of corrections or penalties from Skattestyrelsen.

Practical tips for smooth handling of foreign and cross-border invoices

To make daily work easier and keep your Danish accounting compliant, consider the following practices when working with e-conomic:

• create standard posting templates for typical cross-border scenarios (EU goods, EU services, non-EU imports, exports)
• set default VAT codes and currencies on foreign suppliers and customers in the master data
• store documentation for exchange rates and customs declarations together with the digital invoice in e-conomic
• review a sample of converted foreign invoices each month to catch mapping errors early

With the right setup and controls, e-conomic can reliably handle foreign currency and cross-border invoices while keeping your Danish bookkeeping, VAT and documentation fully compliant.

Validating converted invoices before posting to the ledger

Before you post converted invoices to the ledger in e-conomic, it is crucial to validate both the accounting data and the formal invoice requirements under Danish rules. Proper validation reduces the risk of VAT errors, incorrect cost allocation and non-compliance with the Danish Bookkeeping Act and Skattestyrelsen’s (Danish Tax Agency) requirements.

Check mandatory supplier and invoice information

Start by confirming that the converted invoice contains all legally required fields for Danish VAT invoices. For domestic B2B invoices where VAT is charged, you should verify that the following information is present and correctly captured:

• Supplier’s full legal name and address
• Supplier’s Danish CVR number (or SE number if applicable)
• Customer’s name and address, and CVR number if the customer is VAT-registered in Denmark
• Unique, sequential invoice number
• Invoice issue date
• Clear description of goods or services supplied
• Quantity and unit price for each line
• Delivery date or period, if different from the invoice date
• Net amount (excluding VAT), VAT amount and gross amount (including VAT)
• Applied VAT rate (e.g. 25% standard rate, 0% for exempt or reverse charge)
• Currency used on the invoice

For invoices with special VAT treatment (for example reverse charge, VAT-exempt supplies or margin schemes), make sure that the relevant legal reference or explanatory text from the supplier is visible and correctly interpreted in e-conomic.

Validate VAT codes, rates and amounts

Denmark currently applies a standard VAT rate of 25% on most goods and services. When validating converted invoices, check that:

• The correct VAT code in e-conomic is used for Danish standard-rated purchases (25%)
• Invoices with 0% VAT are mapped to the correct VAT code (for example exempt purchases, reverse charge, or purchases outside the scope of Danish VAT)
• VAT is not calculated on amounts that should be excluded (such as certain government fees or out-of-scope charges)
• The VAT amount in DKK is correctly calculated based on the net amount and the applicable rate

If the invoice is in a foreign currency, confirm that e-conomic uses the correct exchange rate and that the VAT base in DKK matches the rate published by Danmarks Nationalbank or your company’s documented exchange rate policy. Differences between supplier VAT amounts and your calculated VAT in DKK should be investigated before posting.

Confirm account and dimension mapping

Accurate posting to the chart of accounts is essential for reliable financial reporting and VAT returns. Before you approve a converted invoice, review:

• Which general ledger account each line is mapped to (for example cost of goods sold, consultancy fees, rent, IT subscriptions)
• Whether the cost should be capitalised as a fixed asset instead of expensed
• Assigned cost centers, departments, projects or other dimensions configured in e-conomic
• Whether the posting respects your internal chart of accounts structure and accounting policies

Use supplier-specific posting templates in e-conomic where possible. After conversion, quickly compare the suggested accounts and dimensions with your standard setup for that supplier and adjust any deviations before posting.

Review invoice dates, periods and due dates

Incorrect dates can distort both your financial statements and VAT reporting periods. When validating converted invoices, check that:

• The invoice date in e-conomic matches the supplier invoice
• The posting date (bookkeeping date) is within the correct accounting period
• The VAT period is correct according to your company’s VAT reporting frequency (monthly, quarterly or half-yearly)
• The due date is calculated according to agreed payment terms (for example 8, 14 or 30 days net)

For invoices that relate to multiple periods (such as rent, subscriptions or maintenance), consider whether accruals or prepayments are needed and ensure that the converted invoice is split or adjusted accordingly in e-conomic.

Handle foreign and cross‑border invoices carefully

Cross-border invoices require extra validation to comply with Danish VAT rules. For purchases from EU suppliers where reverse charge applies, confirm that:

• The supplier’s valid EU VAT number is captured and can be checked via VIES if needed
• The invoice does not include foreign VAT when Danish reverse charge rules apply
• The correct reverse charge VAT code is used in e-conomic so that both output and input VAT are recorded correctly

For purchases from suppliers outside the EU, verify whether Danish import VAT or customs duties apply, and ensure that the invoice and any customs documents are posted using the correct VAT and duty codes. Always check that the converted amounts and VAT handling match your customs broker documentation.

Use e-conomic validation tools and approval workflows

e-conomic offers features such as Smart Inbox, automated rules and approval workflows that can support your validation process. To strengthen control before posting:

• Set up validation rules for typical error patterns (for example missing CVR number, unusual VAT codes or amounts above a certain threshold)
• Require approval from a responsible manager or accountant for invoices above a defined amount or for specific suppliers
• Use two-step approval for sensitive cost categories, where one person validates content and another approves posting

Make sure that the person who approves the invoice in e-conomic has actually reviewed the converted data against the original document and your internal policies, not just the total amount.

Compare converted data with the original document

Even with high-quality OCR and integrations, errors can occur during conversion. Before posting, visually compare key fields in e-conomic with the original PDF or electronic invoice:

• Supplier and customer details
• Invoice number and date
• Line descriptions, quantities and unit prices
• Net, VAT and total amounts

Pay special attention to similar-looking characters (for example 0 and O, 1 and I) and decimal separators, which can lead to significant posting errors if misread by OCR.

Document your validation process

The Danish Bookkeeping Act requires that your bookkeeping is traceable, reliable and well documented. To support this, ensure that your validation process is clearly described and consistently applied. In practice, this means:

• Having written procedures for how converted invoices are checked before posting
• Defining who is responsible for validation and approval at different invoice amounts
• Ensuring that comments, corrections and approvals are logged in e-conomic

A documented and consistently followed validation process not only supports compliance with Danish regulations but also reduces the risk of errors in your financial statements and VAT reporting.

Common errors when converting invoices to e-conomic format and how to fix them

When converting invoices to e-conomic format in Denmark, most issues come from missing data, wrong VAT handling or incorrect supplier setup. Below are the most common errors we see in practice and how to resolve them so your bookkeeping stays compliant with Danish rules and SKAT requirements.

1. Missing or invalid VAT number (CVR) on supplier invoices

One of the most frequent problems is that the supplier’s VAT number (CVR) is missing, incomplete or does not match the supplier card in e-conomic. This can cause validation errors and incorrect VAT reporting.

How to fix it:

• Check that the supplier’s CVR number has exactly 8 digits and is active in the Danish CVR register.
• Update the supplier card in e-conomic so the CVR in the system matches the CVR on the invoice.
• If the supplier is foreign and does not have a Danish CVR, make sure the correct foreign VAT ID (e.g. EU VAT number) is entered in the supplier card and that the supplier is marked as foreign.

2. Wrong VAT code or VAT rate applied

Another typical error is that invoices are imported with the wrong VAT code, for example using the standard 25% Danish VAT on purchases that should be zero-rated or reverse charged. This leads to incorrect VAT returns and potential corrections with SKAT.

How to fix it:

• For domestic purchases subject to standard VAT, use the 25% VAT code linked to the correct purchase account.
• For intra-EU purchases of goods and services, use reverse charge VAT codes (both output and input VAT) so the transaction is correctly reported in the Danish VAT return and EC Sales / VIES reporting where relevant.
• For purchases from outside the EU, use import VAT codes that match how customs and import VAT are handled in your accounts.
• For VAT-exempt purchases (e.g. some financial or health-related services), use a VAT-exempt code and ensure the related accounts are set up as exempt in e-conomic.
• Review your default VAT codes on supplier cards so future invoices are mapped correctly during conversion.

3. Incorrect account mapping for expenses

When invoices are converted from PDF or other formats, the expense lines are sometimes booked to generic or wrong accounts, which distorts your P&L and makes Danish statutory reporting less reliable.

How to fix it:

• Define clear posting rules in e-conomic (or in your OCR/scanning tool) for common expense types such as rent, telephone, software subscriptions, travel and representation.
• Use supplier-specific default accounts so invoices from the same supplier are automatically posted to the correct ledger account.
• Regularly review your chart of accounts to ensure it reflects the structure you need for Danish annual accounts and management reporting.

4. Missing or wrong invoice date and due date

Invoices sometimes import with today’s date instead of the actual invoice date, or with a wrong due date. This affects payment runs, aging analysis and the period in which costs are recognized.

How to fix it:

• Always check that the invoice date in e-conomic matches the date on the supplier invoice before posting.
• Verify that the payment terms on the supplier card (e.g. 8 days, 14 days, 30 days) are correct so the system calculates the due date automatically.
• If you change payment terms for a supplier, update them in e-conomic so future converted invoices use the new terms.

5. Currency mismatches and wrong exchange rates

For foreign currency invoices, errors often occur when the invoice is imported as DKK instead of the original currency, or when the wrong exchange rate is used. This can create differences between supplier balances and your general ledger.

How to fix it:

• Ensure the supplier card is set up with the correct currency (e.g. EUR, SEK, USD) before importing invoices.
• Check that the invoice currency in the converted document matches the original invoice.
• Use the official exchange rate valid on the invoice date or the rate defined by your company policy, and make sure e-conomic is updated with current rates.
• Post any exchange differences to a dedicated exchange gain/loss account so they are clearly visible in your accounts.

6. OCR misreading key fields on scanned PDFs

When using scanning or OCR tools, amounts, invoice numbers or supplier names can be misread, especially on low-quality PDFs or scanned paper invoices. This leads to duplicate invoices, missing invoices or wrong amounts being posted.

How to fix it:

• Use high-quality scans and avoid photos with shadows or skewed pages.
• Always review key fields in the Smart Inbox or import screen: supplier, invoice number, total amount, VAT amount and currency.
• Train your OCR tool where possible by correcting repeated errors so it learns the layout of your most common suppliers.
• Activate duplicate invoice checks in e-conomic (based on supplier and invoice number) to prevent double posting.

7. Missing mandatory fields for Danish e-invoices

For electronic invoices that must comply with Danish standards (e.g. OIOUBL or Peppol), some fields are mandatory. Missing order references, EAN numbers or project references can cause the invoice to be rejected by public sector customers or large private companies.

How to fix it:

• Make sure customer and supplier cards contain all required identifiers, such as EAN numbers and GLN/Peppol IDs where relevant.
• Check that order numbers, project numbers or reference persons are filled in before sending or approving converted invoices.
• Use templates and default settings in e-conomic so mandatory fields are suggested automatically for specific customers or suppliers.

8. Wrong dimension, department or cost center allocation

Many Danish companies use dimensions such as department, project or cost center. When invoices are converted, these dimensions are sometimes left blank or assigned incorrectly, which weakens internal reporting and budgeting.

How to fix it:

• Define clear rules for which dimensions must be filled in for each type of cost (for example, all travel costs must have both department and project).
• Set up default dimensions on supplier cards or accounts in e-conomic so they are prefilled during conversion.
• Use approval workflows where managers check and correct dimensions before the invoice is finally posted.

9. Posting to the wrong financial period

Invoices are sometimes posted to the wrong month or fiscal year, especially around year-end. This affects your Danish annual accounts and VAT reporting.

How to fix it:

• Check that the posting date in e-conomic matches your accounting policy (for example, using the invoice date or the delivery date).
• Lock closed periods in e-conomic so invoices cannot be posted to months that are already reported to SKAT.
• For late invoices relating to a closed period, use accruals or manual journals according to your accountant’s guidance.

10. Incomplete approval and documentation

If invoices are converted and posted without proper approval or documentation, you risk non-compliance with Danish bookkeeping rules, which require that all entries are traceable and supported by adequate documentation.

How to fix it:

• Use e-conomic’s approval workflows so each invoice is approved by the responsible person before posting.
• Attach the original invoice PDF or e-invoice file to the transaction in e-conomic so documentation is always available for audits.
• Ensure that comments, internal notes and allocation keys are recorded directly in the system instead of in separate spreadsheets or emails.

11. Duplicate invoices and double postings

When importing from email, scanning tools or other accounting systems, the same invoice can accidentally be imported more than once. This inflates costs and supplier balances.

How to fix it:

• Activate and regularly review duplicate checks based on supplier, invoice number and amount.
• Establish a clear process: each invoice should enter e-conomic only through one channel (for example, Smart Inbox or a dedicated email address), not multiple.
• Run periodic supplier reconciliations to identify unusual balances that may indicate duplicates.

12. Not updating supplier data after system changes

After migrating from another accounting system or changing your e-conomic setup, old supplier data may no longer match your new chart of accounts, VAT codes or dimensions. This causes recurring errors every time an invoice is converted.

How to fix it:

• After any system change, review all active suppliers and update their default accounts, VAT codes, currencies and payment terms.
• Test the conversion process with a sample of key suppliers to ensure invoices are mapped correctly before you go live.
• Document your standard setup so future changes can be implemented consistently.

By systematically addressing these common errors and configuring e-conomic correctly, you reduce manual corrections, keep your Danish VAT and bookkeeping compliant, and create a more reliable, automated invoice flow from receipt to final posting.

Automating invoice approval workflows in e-conomic after conversion

Once invoices have been converted into e-conomic format, the next step is to route them through a structured, largely automated approval workflow. Properly configured workflows help Danish companies stay compliant with bookkeeping rules, maintain clear audit trails and avoid bottlenecks in invoice processing.

Setting up approval flows in e-conomic

In e-conomic you can define approval flows that reflect your internal authorization policy and spending limits. Typical configurations include:

• Single approver for low-value invoices (for example up to DKK 10,000)
• Two-step approval for medium-value invoices (for example between DKK 10,001 and DKK 50,000)
• Multi-level approval for high-value or strategic suppliers (for example above DKK 50,000)

Approval rules can be based on supplier, amount, cost center, department, project or account. This allows you to route invoices for rent, utilities, consulting, IT subscriptions or cross-border purchases to the right responsible person automatically.

Using Smart Inbox and workflows together

When invoices arrive in the Smart Inbox (via email, upload or integration), e-conomic can automatically read key data, suggest postings and assign the invoice to an approval flow. After basic validation, the invoice is sent directly to the relevant approver without manual forwarding. This reduces the risk of invoices being lost in personal inboxes and shortens the time from receipt to posting.

Defining roles, limits and responsibilities

To automate approval in a controlled way, it is important to define clear roles for each user:

• Invoice registrants – import and pre-code invoices, but cannot approve above their limit
• Approvers – approve invoices within defined amount thresholds and cost centers
• Finance controllers – review exceptions, override rules when needed and ensure compliance

In e-conomic you can link approval rights to user roles and set monetary limits per user or group. This supports internal control requirements and helps demonstrate segregation of duties during audits.

Automating routing by supplier, account and cost center

To minimize manual work, configure routing rules that automatically send invoices to the correct approver based on:

• Supplier – for example, all invoices from a specific IT vendor go to the IT manager first
• General ledger account – marketing expenses to the marketing manager, travel costs to HR or finance
• Cost center or department – invoices tagged with a department code are routed to that department’s budget owner
• Project – project-related invoices are sent to the project manager for approval

These rules can be combined with amount thresholds so that small recurring invoices are approved quickly, while large or unusual invoices trigger additional review.

Handling foreign currency and cross-border invoices in workflows

Invoices in EUR, SEK or other currencies can follow the same automated workflow as DKK invoices, but it is important to:

• Ensure that approvers see both the foreign currency amount and the DKK equivalent
• Route invoices with reverse charge VAT or import VAT to staff familiar with Danish VAT rules
• Flag invoices from new or high-risk foreign suppliers for additional approval or documentation checks

This helps ensure that cross-border invoices are approved by people who understand the VAT treatment, such as reverse charge on services from other EU countries or customs-related costs on imports.

Digital approval, documentation and audit trail

Every approval action in e-conomic is logged with user, date, time and any comments. The original invoice file (PDF, XML, OIOUBL or Peppol) is stored together with the posting and approval history. This creates a complete digital audit trail that supports Danish bookkeeping requirements for documentation, traceability and retention.

Auditors and management can see who approved which invoice, when and under which cost center or project. This makes it easier to demonstrate that internal approval policies are followed and that expenses are authorized by the correct decision-makers.

Exception handling and escalation rules

Even in an automated workflow, some invoices will require special attention. In e-conomic you can configure:

• Exception queues for invoices with missing data, unusual VAT codes or mismatched purchase orders
• Escalation rules that automatically forward invoices if the primary approver does not act within a defined number of days
• Rejection flows where rejected invoices are returned to finance with comments for correction or clarification

Clear exception and escalation rules help keep the approval process moving and reduce the risk of late payments or blocked deliveries.

Integrating approval workflows with payment and cash flow

Once invoices are approved, they can move directly into the payment process. By aligning approval deadlines with supplier payment terms, you can avoid interest charges and maintain good supplier relationships while still protecting cash flow. For example, you can set internal targets to approve invoices within a certain number of days after receipt, leaving enough time for review before the due date.

Finance teams can use e-conomic reports to monitor the total value of invoices pending approval, grouped by approver, department or due date. This provides visibility into upcoming cash outflows and helps prioritize which invoices need attention first.

Compliance with Danish bookkeeping rules

Automated approval workflows in e-conomic support compliance with Danish bookkeeping legislation by ensuring that:

• All invoices are linked to a responsible approver and cost center
• Changes and approvals are logged and traceable
• Original invoice documents and related comments are stored securely for the full retention period

By combining structured approval flows with proper digital storage, companies can meet legal requirements while streamlining their daily invoice handling.

Integrating e-conomic with scanning/OCR tools and third-party apps

Integrating e-conomic with scanning and OCR tools is one of the fastest ways to reduce manual data entry, avoid posting errors and keep your Danish bookkeeping compliant. A well‑designed setup lets you capture paper invoices, emailed PDFs and structured e‑invoices, convert them into e‑conomic format and route them directly into your Smart Inbox or purchase module.

Typical integration scenarios for Danish businesses

Most companies in Denmark use e-conomic together with one or more of the following:

• Dedicated invoice scanning/OCR platforms that read PDF or image invoices and send structured data to e-conomic
• Multifunction printers or scanners configured to email invoices directly to the e-conomic Smart Inbox address
• Third‑party apps for expense management, time tracking or ERP that create supplier or customer invoices and push them into e-conomic via API
• Peppol and OIOUBL gateways that receive electronic invoices and forward them in a format e-conomic can process

The goal in every case is the same: capture all invoice data once, map it correctly to e-conomic fields and avoid retyping or re‑uploading documents.

How scanning and OCR tools work with e-conomic

Modern OCR solutions do more than read text from a PDF. They typically:

• Extract key invoice fields such as supplier CVR number, invoice number, invoice date, due date, line descriptions, net amount, VAT amount and total
• Recognise Danish VAT rates (most commonly 25% standard VAT, and 0% for exempt or outside‑scope transactions) and separate VAT from the net amount
• Validate CVR numbers against the Danish business register to reduce the risk of posting invoices to the wrong supplier
• Send the structured data and the original PDF to e-conomic via API or email, so you always have both the posting and the underlying document

When configured correctly, the OCR tool can also suggest default ledger accounts, cost types or departments based on supplier, CVR number or historical postings in e-conomic.

Connecting third‑party apps through the e-conomic API

Third‑party integrations usually rely on the e-conomic REST API. A standard setup will:

• Authenticate using an e-conomic agreement number, user ID and API key or app token
• Create draft supplier invoices, customer invoices or journal entries directly in e-conomic
• Attach the original invoice file (PDF, image or XML) to the transaction for documentation under Danish bookkeeping rules
• Update invoice status after approval or payment, so both systems show the same information

For Danish companies, it is important that the integration supports Danish VAT codes, local chart of accounts and, where relevant, cost centres and dimensions used for internal reporting.

Key mapping and configuration points

To avoid posting errors and VAT issues, pay attention to how your scanning/OCR or third‑party app maps data into e-conomic:

• VAT handling: Ensure that the integration distinguishes between 25% VAT, 0% VAT (exempt) and purchases outside Denmark or the EU. For intra‑EU acquisitions and reverse‑charge services, the integration should support the correct VAT codes so that both output and input VAT are reported properly in the Danish VAT return.
• Supplier identification: Use CVR number and IBAN or bank details to match suppliers. This reduces duplicate supplier cards and helps maintain clean master data.
• Accounts and cost centres: Configure rules so that recurring suppliers (e.g. telecom, rent, utilities) are automatically posted to the correct expense accounts and, if used, departments, projects or cost centres.
• Invoice numbering and references: Keep the original supplier invoice number in a dedicated field in e-conomic to support audit trails and easy searching.

Workflow: from paper or PDF to posted invoice

A typical end‑to‑end workflow for a Danish company might look like this:

1. The supplier sends a PDF invoice by email or a paper invoice by post.
2. The invoice is scanned or forwarded to the OCR tool, which extracts data and validates key fields.
3. The OCR tool sends the invoice data and PDF to e-conomic Smart Inbox or directly as a draft supplier invoice.
4. The bookkeeper or approver reviews the draft, checks VAT codes, accounts and cost centres, and approves the invoice.
5. The invoice is posted to the ledger and included automatically in the next Danish VAT return and management reports.

With a mature setup, most invoices only require a quick visual check before posting, significantly reducing manual work.

Compliance and documentation in Denmark

Danish bookkeeping rules require that all posted entries can be traced back to underlying documentation. When integrating scanning/OCR tools and third‑party apps with e-conomic, make sure that:

• The original invoice file is stored together with the posting in e-conomic or an integrated archive
• All changes to invoices (e.g. corrections of VAT codes or accounts) are logged through e-conomic’s audit trail
• Data is stored for at least the minimum statutory retention period required under Danish law

Because e-conomic is cloud‑based, you also need to ensure that any external tools you use comply with GDPR, especially if invoices contain personal data such as names, private addresses or CPR‑related information. Choose providers that store data within the EU/EEA or offer adequate safeguards, and sign data processing agreements where relevant.

Choosing the right tools and avoiding common pitfalls

When selecting scanning/OCR solutions and third‑party apps for use with e-conomic in Denmark, consider:

• Native e-conomic integration, ideally available in the official e-conomic app catalogue
• Support for Danish language, CVR validation and Danish VAT scenarios, including reverse charge and intra‑EU trade
• Flexible mapping rules that can be adjusted as your chart of accounts or approval workflows change
• Clear error reporting so that failed imports or rejected invoices can be corrected quickly

Common issues include invoices imported with the wrong VAT code, suppliers created multiple times due to inconsistent data and missing attachments. These can usually be prevented with careful initial configuration and periodic reviews of integration logs.

With a well‑planned integration between e-conomic, scanning/OCR tools and other business apps, Danish companies can streamline invoice processing, strengthen VAT compliance and maintain a complete, searchable archive of all e‑invoices and supporting documents.

Ensuring compliance with Danish bookkeeping rules when storing e-invoices in e-conomic

When you store e-invoices in e-conomic, you must comply with Danish bookkeeping rules (Bogføringsloven) and VAT legislation. Proper digital storage is not only a legal requirement, but also a prerequisite for smooth VAT audits and efficient internal control. Below is a practical overview of what you need to have in place when using e-conomic as your primary archive for e-invoices.

Legal retention period for e-invoices

In Denmark, all accounting records, including e-invoices and supporting documents, must be stored for at least 5 full financial years after the end of the financial year to which they relate. This applies to:

• Sales invoices (outgoing)
• Supplier invoices (incoming)
• Credit notes and corrections
• Documentation for VAT, customs and fees linked to the invoice

If your company is subject to special sector rules (for example financial services or regulated industries), longer retention periods may apply according to specific legislation. In such cases, you should align your e-conomic setup with those extended requirements.

Where and how invoices may be stored

Danish rules allow electronic storage of invoices both in Denmark and abroad, as long as the data is:

• Accessible online to the Danish Tax Agency (Skattestyrelsen) without undue delay
• Stored in a readable and exportable format (for example PDF, XML, OIOUBL)
• Protected against loss, alteration and unauthorised access

Using e-conomic as a cloud solution is fully compatible with Danish bookkeeping rules, provided you can at any time retrieve complete invoice data and documentation for inspection. You should ensure that your internal procedures describe that e-conomic is your main storage location and that you do not delete original files from the system before the retention period expires.

Content requirements for stored e-invoices

To be compliant, every stored e-invoice must contain the information required by Danish VAT law. As a minimum, this includes:

• Supplier’s full name, address and Danish CVR number (or foreign VAT number)
• Customer’s name and address; for B2B in Denmark, customer CVR number is strongly recommended
• Sequential invoice number that uniquely identifies the invoice
• Invoice date and, where relevant, delivery date if different
• Clear description of goods or services supplied
• Quantity and unit price
• Net amount excluding VAT
• Applicable VAT rate (for example 25% standard rate, or reference to exemption/zero rating)
• VAT amount in DKK
• Total amount including VAT
• Currency if not DKK, and exchange rate basis used for VAT reporting in DKK

When you convert invoices into e-conomic format, you should verify that all of these fields are captured correctly. Missing or incorrect data can lead to rejected VAT deductions or adjustments during an audit.

Ensuring audit trail and traceability in e-conomic

Danish bookkeeping rules require a clear audit trail from each transaction in the ledger back to the original documentation. In e-conomic this means that:

• Each posted invoice should be linked to its underlying e-invoice file (PDF, XML or OIOUBL)
• Corrections and credit notes must reference the original invoice number
• Changes to postings (for example account, VAT code, cost center) should be traceable through logs and journal entries

Make sure your users consistently attach or match the correct invoice document to each entry. When importing or converting invoices in bulk, test that document links are created automatically and remain intact after posting.

VAT compliance when storing e-invoices

For Danish VAT-registered businesses, correct storage of e-invoices is essential to support:

• Output VAT on sales at the standard rate of 25% unless a specific exemption applies
• Input VAT deduction on purchases used for VATable activities
• Partial deduction where the company has both VATable and VAT-exempt turnover

In e-conomic, you should define VAT codes that reflect your actual VAT situation, including:

• 25% standard VAT on domestic sales and purchases
• Reverse charge for EU B2B services and goods (where VAT is reported but not charged on the invoice)
• Zero-rated exports outside the EU
• VAT-exempt transactions (for example certain financial or health services)

When invoices are converted and stored, the VAT code used in e-conomic must match the legal VAT treatment shown on the invoice. This ensures that your stored e-invoices support the figures reported in your periodic VAT returns.

Format and integrity of digital documents

Danish rules allow you to store invoices in any electronic format as long as the content is readable and unchanged. In practice, this means:

• Keep the original electronic format where possible (for example OIOUBL or XML received via Peppol)
• If you convert to PDF, ensure that the conversion does not change amounts, dates or invoice numbers
• Do not overwrite or edit original invoice files; corrections must be made via new accounting entries and credit notes

e-conomic automatically preserves the uploaded or received file. You should avoid manual editing of invoice images or PDFs outside the system, and instead rely on accounting entries in e-conomic to reflect corrections.

Access control and internal procedures

Compliance is not only about storing invoices, but also about who can access and change data. To align e-conomic with Danish bookkeeping requirements, you should:

• Define user roles and permissions so that only authorised staff can approve, post or delete invoices
• Separate duties between users who register invoices, approve them and perform payments, where possible
• Document internal procedures for how invoices are received, converted, approved, posted and archived in e-conomic

These measures reduce the risk of errors and fraud and demonstrate to auditors that you have adequate internal controls around your digital invoice process.

Handling corrections, credit notes and cancellations

Danish bookkeeping rules require that you do not delete or overwrite posted invoices. Instead, you must correct errors via:

• Credit notes that clearly refer to the original invoice number
• New invoices with correct information, if necessary
• Adjusting journal entries in e-conomic with proper documentation

All related documents (original invoice, credit note, correspondence) should be stored and linked in e-conomic so that the full history is visible. This ensures that both the accounting records and the e-invoice archive present a complete and transparent picture.

Exporting data for audits and inspections

The Danish Tax Agency may request electronic access to your accounting records and invoices. When using e-conomic, you should be able to:

• Export invoice lists and ledger entries for a specific period
• Provide underlying e-invoice files (PDF, XML, OIOUBL) for selected transactions
• Document how VAT has been calculated and reported based on the stored invoices

It is good practice to periodically test your export routines so that you can quickly respond to an audit request. This also helps you verify that your digital archive in e-conomic is complete and consistent.

GDPR and personal data in e-invoices

Many invoices contain personal data, such as names, private addresses or contact details. Under GDPR, you must ensure that:

• Personal data in invoices is processed only for legitimate purposes (for example accounting, VAT, audit)
• Access to invoices with sensitive personal information is restricted to relevant staff
• Data is stored securely with appropriate technical and organisational measures

Because bookkeeping rules require a minimum 5-year retention period, you generally cannot delete invoice data earlier at the request of the data subject. Instead, you should explain that storage is necessary to comply with legal obligations. e-conomic’s role as a data processor should be covered by an appropriate data processing agreement.

Practical best practices for compliant storage in e-conomic

To ensure that your use of e-conomic fully complies with Danish bookkeeping rules when storing e-invoices, consider implementing the following practices:

• Use Smart Inbox or a dedicated email address so all supplier invoices enter e-conomic centrally
• Set up standard workflows for approval and posting, including clear responsibilities
• Regularly review unmatched or unposted invoices to avoid missing documentation
• Perform periodic internal checks to confirm that all posted entries have an attached invoice document
• Back up exports of key accounting data and invoice lists as an extra safeguard

With these measures in place, e-conomic can serve as a fully compliant, efficient and secure archive for your e-invoices under Danish law.

Best practices for archiving and searching converted invoices in e-conomic

Efficient archiving and searching of converted invoices in e-conomic is essential for smooth daily bookkeeping, fast audits and full compliance with Danish bookkeeping rules. A well-structured setup saves time, reduces errors and makes it easier to document VAT and income to the Danish Tax Agency (Skattestyrelsen) when needed.

Use a clear folder and document structure

Start by defining a consistent structure for how invoices are stored in e-conomic. For most Danish companies, it is practical to organise documents by financial year and document type. For example, you can separate purchase invoices, sales invoices, credit notes and other vouchers, and then group them by year and period. This makes it easier to retrieve all documentation for a specific VAT period or financial year-end.

Make sure that all converted invoices are attached to the correct supplier or customer, and that each document is linked to the relevant entry in the ledger. This ensures that you can always trace a transaction from the general ledger back to the original invoice image or e-invoice file.

Use meaningful naming conventions and references

When invoices are imported or converted into e-conomic, ensure that document numbers and references are used consistently. Use the supplier’s invoice number, your own internal voucher number and, where relevant, order or project numbers. This allows you to search by multiple criteria and quickly find the right document, even several years later.

For Danish VAT documentation, it is particularly important that the invoice clearly shows VAT amounts at the applicable rates (for example 25% standard VAT, or 0% for exempt or export transactions) and that these amounts can be easily matched to the booked transaction. A clear reference structure helps you demonstrate this link during a tax inspection.

Take advantage of e-conomic’s search and filter options

e-conomic offers powerful search and filter tools that become much more effective when your data is structured consistently. Train users to search by supplier, customer, invoice number, amount, date interval, account, dimension or project. This is especially useful when you need to retrieve all invoices for a specific supplier, a particular cost centre or a given VAT period.

Use saved searches or standard filters for recurring tasks, such as finding all invoices for a specific quarter, all invoices with 25% VAT, or all documents linked to a particular project. This reduces manual work and speeds up month-end and year-end procedures.

Use dimensions, cost centres and projects consistently

If you use dimensions, cost centres or projects in e-conomic, make sure they are always applied in the same way when invoices are converted and posted. For example, always tag rent, utilities, travel expenses or IT costs with the same department or cost centre. This not only improves internal reporting, but also makes it much easier to search and filter invoices by business unit or activity.

Consistent use of dimensions also helps you document the allocation of costs and revenues across different activities, which can be relevant for transfer pricing, grant reporting or internal management reporting.

Ensure compliance with Danish retention rules

Danish bookkeeping legislation requires businesses to store accounting records, including invoices and supporting documents, for at least 5 years after the end of the financial year they relate to. This applies regardless of whether the documents are stored physically or electronically. By archiving all invoices digitally in e-conomic, you can meet this requirement in an efficient and secure way.

Make sure that your e-conomic setup allows you to access invoices for the full retention period, even if you change accountant, reorganise the company or switch to a new system in the future. When planning data exports or system migrations, always include invoice images and e-invoice files, not just ledger entries.

Keep original formats and metadata

When you convert invoices to e-conomic format, always keep the original file attached to the transaction. For example, if you receive an OIOUBL or Peppol e-invoice, or a PDF from a supplier, store that original document together with the booking in e-conomic. This ensures that you can always present the invoice in its original form, with all legally required information such as supplier details, VAT number, invoice date, payment terms and VAT breakdown.

Where possible, retain metadata such as import date, source system, user who approved the invoice and any approval comments. This information can be important during audits or internal reviews, especially for larger invoices or transactions with higher risk.

Document your archiving procedures

To ensure consistent practice across the company, document how invoices should be archived and searched in e-conomic. Describe who is responsible for checking that invoices are correctly attached, which dimensions or cost centres must be used, and how users should search for documents in connection with VAT returns, financial statements or audits.

Clear internal procedures reduce the risk of missing documents, duplicated invoices or incorrect postings. They also make it easier to onboard new employees and to demonstrate to auditors and authorities that your bookkeeping is reliable and well controlled.

Regularly review and clean up data

Even though invoices must be stored for at least 5 years, it is good practice to review your data regularly. Check that all converted invoices are linked to the correct entries, that there are no duplicates, and that all important fields such as VAT code, account and supplier are filled in correctly. Correcting errors early makes later searches and reconciliations much easier.

When the legal retention period has expired, you can plan a controlled clean-up of old data, taking into account both bookkeeping rules and GDPR. This helps you keep your e-conomic system efficient and ensures that you only store personal data for as long as necessary.

Protect access and ensure data security

Access control is an important part of good archiving practice. Use e-conomic’s user roles and permissions so that employees only have access to the invoices and functions they need. This reduces the risk of unauthorised changes or access to sensitive information, such as salary-related invoices or confidential supplier agreements.

Combine this with secure login procedures and regular reviews of user access. Together with e-conomic’s backup and security features, this helps you meet Danish data protection requirements and ensures that your archived invoices remain available, complete and trustworthy throughout the retention period.

Data security and GDPR considerations when digitizing and converting invoices

When you digitize and convert invoices to e-conomic, you process large amounts of personal and financial data. In Denmark this must comply with the EU General Data Protection Regulation (GDPR) and the Danish Data Protection Act, as well as the Danish Bookkeeping Act, which sets strict rules for electronic storage and retention of accounting material.

What personal data is processed on invoices

Invoices often contain personal data within the meaning of GDPR, for example:

• Names and contact details of sole traders, freelancers and private customers
• Private addresses used as billing or delivery addresses
• Bank account numbers and payment references that can be linked to an individual
• VAT and CVR numbers of sole proprietors (when they identify a natural person)

When you upload, scan or import such invoices into e-conomic, your company acts as a data controller and must be able to demonstrate compliance with GDPR principles: lawfulness, fairness, transparency, data minimisation, accuracy, storage limitation, integrity and confidentiality, and accountability.

Legal basis and data processing agreements

You must have a clear legal basis for processing invoice data. In most Danish businesses this is:

• Legal obligation – to comply with the Danish Bookkeeping Act and tax rules that require you to keep accounting records
• Contract performance – to issue and receive invoices related to customer and supplier contracts

Because e-conomic and any scanning/OCR providers process data on your behalf, you must have a written data processing agreement (DPA) with each provider. The DPA should clearly describe:

• Types of data processed (invoice images, PDFs, XML, metadata)
• Purposes of processing (bookkeeping, VAT reporting, audit trail)
• Security measures, backup routines and access controls
• Rules for sub‑processors and data transfers outside the EU/EEA
• Procedures for data breaches and data subject requests

Data storage, retention and deletion in Denmark

Under the Danish Bookkeeping Act, electronic accounting material, including e‑invoices stored in e-conomic, must generally be kept for 5 years from the end of the financial year to which the material relates. This retention duty overrides normal GDPR deletion rules as long as the data is needed to fulfil the legal obligation.

To balance bookkeeping and GDPR requirements, you should:

• Define clear retention rules in your accounting and privacy policies
• Ensure invoices are not deleted before the 5‑year period expires
• After the retention period, delete or anonymise invoices that are no longer needed
• Limit export and local storage of invoice copies on personal devices

Remember that test data and training exports should not contain real personal data unless they are subject to the same security and retention rules.

Security measures when digitizing invoices

GDPR requires “appropriate technical and organisational measures” to protect invoice data. For Danish companies using e-conomic this typically includes:

• Access control: Role-based access in e-conomic so that users only see the suppliers, accounts and invoice types relevant to their work.
• Strong authentication: Use two-factor authentication (2FA) wherever available, especially for admin and accountant logins.
• Secure transmission: Ensure invoices sent via email to your e-conomic Smart Inbox or dedicated invoice address use TLS encryption where possible.
• Device security: Protect smartphones and laptops used for scanning invoices with PIN/biometrics, disk encryption and automatic screen lock.
• Logging and monitoring: Use e-conomic’s logs and approval workflows to track who has viewed, edited and approved invoices.
• Backups: Verify that your providers maintain regular, encrypted backups within the EU/EEA or under valid transfer safeguards.

Using OCR and third‑party tools in a GDPR‑compliant way

When you integrate e-conomic with OCR or scanning tools, each additional system becomes part of your processing chain. To stay compliant:

• Choose providers that store and process data within the EU/EEA or under valid transfer mechanisms
• Sign a DPA with each provider and verify their security certifications where available
• Disable unnecessary data fields in OCR templates to avoid collecting more personal data than needed
• Regularly review user access to third‑party portals and revoke access when employees leave

Handling data subject rights

Individuals whose data appears on invoices have rights under GDPR, including the right of access, rectification and, in some cases, erasure or restriction of processing. In practice:

• Be prepared to identify all invoices related to a specific person in e-conomic
• Correct inaccurate personal data on future invoices and in master data (for example, customer addresses)
• Explain when you cannot delete invoice data because of the 5‑year bookkeeping requirement, but can restrict further use

Document your procedures so that your accounting team and external accountant handle such requests consistently.

Data breaches and incident response

If invoice data is lost, stolen or accessed by unauthorised persons, this may be a personal data breach under GDPR. Danish companies must:

• Assess the risk to affected individuals (for example, exposure of names, addresses or bank details)
• Notify the Danish Data Protection Agency without undue delay and, where required, within 72 hours of becoming aware of a notifiable breach
• Inform affected individuals when the breach is likely to result in a high risk to their rights and freedoms

Agree in advance with your accounting software and OCR providers how incidents will be reported to you, and keep internal records of all breaches and remedial actions.

Aligning bookkeeping compliance with privacy by design

Digitizing invoices in e-conomic makes it easier to comply with Danish bookkeeping rules and at the same time implement “privacy by design” and “privacy by default”. When you set up your invoice flows:

• Collect only the personal data necessary for invoicing and legal documentation
• Use standardised e-invoice formats (such as OIOUBL and Peppol) to reduce manual handling and data copies
• Centralise storage in e-conomic instead of keeping multiple local copies in email inboxes and shared folders
• Regularly review user rights, integrations and retention settings as part of your annual GDPR and bookkeeping review

By combining robust security, clear retention rules and well-documented procedures, you can convert invoices to e-conomic format efficiently while meeting both GDPR and Danish bookkeeping requirements.

How do I scan 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 well-lit flat surface.
3. Open the app and log in using the login credentials provided earlier.
4. Click on the "Ny" button.
5. Scan the invoice into e-conomic by clicking "udgift," placing the camera on the invoice, and taking a picture of it.
6. Add any additional information about the invoice, if applicable.
7. Click "submit" to complete the process and see the invoice in e-conomic.

To see both pages with all fields in e-conomic, swipe right and left.