Accounting
Professional accounts payable with approval workflows and payment processing
ContactComplete Financial Control
Accounts payable is the backbone of every finance department, yet traditional accounting processes are often characterized by manual data entry, fragmented approval processes, and error-prone workflows. Nuxbe's accounting module transforms these critical processes through a fully integrated platform that seamlessly connects invoice approval, account assignment, payment processing, and compliance management. From the moment an incoming invoice enters the system to the final payment and posting, Nuxbe automates and streamlines every step while ensuring the necessary control and auditability that modern businesses require.
What sets Nuxbe's accounting module apart is the intelligent balance between automation and human control. The system can automatically capture invoice data, suggest account assignments, and schedule payments, while simultaneously ensuring that the right people are involved in approval processes at the right time. Multi-level approval workflows can be configured based on invoice amounts, suppliers, cost centers, or other criteria, allowing accounting to maintain full control over financial processes without becoming a bottleneck. Flexible approval hierarchies adapt to your organizational structure and enable different approval chains for different expense types.
Integration is at the core of Nuxbe's accounting functionality. The module connects seamlessly with banking systems via standard file formats like SEPA, MT940, and CAMT.053, enables export to tax advisors in DATEV-compatible formats, and integrates with existing ERP systems through comprehensive APIs. This deep integration means that accounting becomes a single source of truth for all financial transactions, while eliminating double entry and reducing errors. Whether you're a growing SME with simple accounting requirements or a large enterprise with complex group structures and multiple legal entities – Nuxbe's accounting module scales with your business.
Key Features
Powerful accounting tools for complete financial management
Intelligent Invoice Approval Workflows
At the heart of the accounting module is a highly flexible approval system that automatically routes invoices to the right approvers based on configurable rules. Define multi-level approval processes based on invoice amounts, supplier categories, cost centers, budget responsibility, or any custom criteria. The system supports parallel and sequential approval chains, substitute approvers during absences, and automatic escalation for overdue approvals. Each approval step is fully logged to ensure complete auditability and meet compliance requirements.
Approvers receive automatic notifications about pending invoices and can approve or reject them directly in their dashboard or via email. When rejected, comments can be added that are automatically routed back to the previous processor. The system prevents payments for unapproved invoices and provides reports on approval times, bottlenecks, and approval behavior to continuously optimize processes. For particularly urgent cases, the system supports express approvals with appropriate authorizations while maintaining compliance with internal controls.
Automated Payment Processing
Payment runs can be executed fully automated or semi-automatically with manual final approval. The system intelligently groups due invoices by payment terms, cash discount deadlines, and liquidity planning to identify optimal payment timing. All common payment methods and bank formats are supported, including SEPA transfers, SEPA direct debits, international payments, and check printing. For each payment run, banking files are generated that can be directly imported into your banking software, or alternatively transmitted via API interfaces to modern banking platforms.
The payment process is fully integrated with liquidity management, so you can see at any time which payments are due in the coming days and weeks and how they affect your liquidity situation. The system can automatically identify cash discount opportunities and calculate whether taking the discount is economically beneficial. After payment execution, automatic account reconciliation with imported bank statements occurs to clear open items and post incoming payments. Failed payments are marked and can be automatically scheduled for the next payment run.
Flexible Chart of Accounts and Posting Automation
Nuxbe offers a fully customizable chart of accounts that adapts to your company structure, industry, and reporting requirements. Whether you work according to GAAP, IFRS, or other accounting standards – the chart of accounts can be configured accordingly. The system supports account frameworks or completely individual structures with arbitrary account numbering and hierarchy depth. Cost centers, profit centers, projects, and other dimensions can be stored as additional posting dimensions to enable detailed analysis and reporting.
Automatic account assignment uses machine learning and rule-based logic to automatically assign incoming invoices to the correct accounts. The system learns from past postings and suggests accounts based on supplier, invoice text, product group, and other attributes. Posting templates can be stored for recurring transactions to speed up entry and avoid errors. In cases of uncertainty, the system requests human review, while obvious assignments can occur fully automatically. The posting logic is fully transparent and can be traced in reports to meet compliance requirements and give auditors insight into the methodology.
Tax Automation and Compliance
The correct handling of VAT, input tax, and international tax rules is complex and error-prone. Nuxbe's accounting module automates these processes through intelligent tax logic that automatically determines tax rates based on supplier country, product group, place of performance, and other factors. The system supports all common VAT systems, including regular VAT, reverse charge procedures, intra-community acquisitions, OSS procedures, and margin schemes. Tax reports for VAT advance returns are automatically generated and can be directly transmitted to ELSTER or other tax authority interfaces.
Compliance goes beyond pure tax calculation. The system ensures compliance with GoBD requirements through complete logging of all changes, immutable archiving of documents, and audit-proof documentation of business transactions. Digital invoices are stored with all metadata, so it's always traceable when an invoice was received, who processed it, what changes were made, and when payment occurred. This data basis is valuable not only for internal control but also meets all requirements for tax audits and financial audits. Export functions enable the transfer of posting data to tax advisors in standardized formats such as DATEV-ASCII or BMD-NTCS.
Real-World Scenarios
Scenario: Supplier Invoice from Capture to Payment
An incoming invoice reaches accounting via email, scan, or manual entry. The system automatically extracts all relevant data such as invoice number, date, amount, tax rates, and supplier information. Based on supplier and invoice content, the system automatically suggests account assignment and cost center. The invoice is automatically routed to the responsible clerk for review according to configured workflow rules, who verifies the data, corrects if necessary, and forwards the invoice for approval.
The configured approver receives a notification and can view the invoice directly in their dashboard, including all attachments and posting details. After approval, the system schedules the payment based on due date and cash discount conditions. At the optimal time, the payment is included in the next payment run, a SEPA file is generated, and the invoice is marked as paid. The imported account statement is automatically reconciled, the posting is completed, and the process is fully documented. The entire process – from invoice receipt to final posting – occurs with minimal manual intervention while maintaining full control and auditability.
Scenario: Multi-Level Approval for Major Project Investment
For a larger investment in a customer project, an invoice for a six-figure amount is received. Due to the amount and project reference, a multi-level approval process is triggered: First, the project manager must confirm factual accuracy and verify that the service was provided according to the project plan. Then accounting checks the formal correctness of the invoice, the plausibility of tax rates, and account assignment. Since the amount exceeds a defined threshold, additional approval by management is required before payment can be triggered.
The system automatically orchestrates this complex approval process, routing the invoice sequentially to all required approvers and informing each participant about the current status. Should one of the approvers reject the invoice or request changes, the invoice is automatically routed back to the previous processor with a comment describing the issue. After successful approval by all instances, the payment is automatically scheduled for the next payment run. The entire approval history is viewable at any time and serves as evidence for the proper execution of the internal control system, which is particularly important for audits and financial audits.
Scenario: Month-End Closing and Tax Reporting
At month-end, the VAT advance return is due. Accounting opens the corresponding reporting module and generates the VAT advance return for the past month with one click. The system has automatically posted all incoming invoices throughout the month, correctly assigned tax rates, and captured input tax. The VAT advance return is automatically calculated from posted transactions, broken down by tax rates, intra-community acquisitions, reverse charge situations, and other relevant categories. All items can be drilled down to the underlying invoices to check plausibility and answer queries.
The completed VAT advance return can be directly exported as an ELSTER file and submitted to the tax office, or alternatively transferred to the tax advisor in a standardized format. In parallel, the system creates additional month-end reports: trial balance, account sheets, journals, and a preview of the anticipated profit and loss statement. These reports serve internal control, management reporting, and preparation of the annual financial statements. Thanks to comprehensive automation, month-end closing is completed in hours instead of days, and accounting can focus on value-adding activities such as analysis, planning, and consulting instead of repetitive posting work.
Technical Details
Nuxbe's accounting module is based on a double-entry bookkeeping architecture with full support for debit-credit postings, automatic posting reconciliation, and flexible period accruals. The database architecture uses event-based posting logic where each transaction is stored as an immutable event from which current balances and posting statuses can be reconstructed at any time. This event sourcing approach not only ensures GoBD-compliant audit security but also enables point-in-time evaluations and reconstruction of historical states for tax audits or internal analyses. The accounting engine is multi-tenant capable and supports multiple legal entities with separate or consolidated booking circles within one instance.
Integration with banking systems occurs via standardized formats such as MT940, CAMT.053, and SEPA XML, with Nuxbe supporting both import of account statements and export of payment files. For modern banking APIs, the system offers PSD2-compliant interfaces that enable real-time reconciliation and automated payment triggering. Tax calculation uses a rule-based engine that cleanly separates country-specific tax logic from core booking logic, so new tax regimes and international extensions can be integrated without changing base functionality. Export interfaces to tax advisors and tax authorities support DATEV-ASCII format, BMD-NTCS, ELSTER XML, and other standardized exchange formats.
The workflow engine for invoice approvals operates state-based and supports complex approval logics with parallel and sequential paths, conditional branching, and time-based escalations. The architecture is event-driven, so approval steps are processed asynchronously and email notifications, escalations, and status updates are automatically triggered in response to state changes. Performance optimization occurs through intelligent caching of frequently accessed data such as charts of accounts and posting templates, as well as through asynchronous processing of computation-intensive operations such as tax calculations and report generation. The API architecture enables bidirectional integration with ERP systems, CRM platforms, and business intelligence tools, with webhooks able to send real-time notifications about posting events to external systems. This technical foundation makes the accounting module a robust, scalable, and future-proof solution for businesses of any size.
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