Submit the invoice
The invoice enters the workflow through the agreed channel.
Step details
It is associated with the relevant participant and transaction.
We define the formats and input channels your programme requires during setup.
PROLoyalty INVOICE™ turns invoices and proof of purchase into actionable data for intelligent business processes. Choose how you deploy it: deeply integrated into the ProLoyalty Enterprise Suite or as an independent standalone solution connected to your existing systems.
Advanced AI supports data extraction and product matching; business rules and targeted review connect the results to your downstream workflows.
This is particularly valuable when purchases take place outside your own systems: through wholesalers, specialist retailers or multi-tier distribution channels.
Submitted invoices provide an additional source of data for engaging your target audiences.
PRODATA combines this technology with the design, integration and operation of your programme.
Item numbers, abbreviations and product descriptions vary from invoice to invoice.
PROLoyalty INVOICE™ extracts the relevant information and creates a structured foundation for matching it against your product range.
Recognised text needs to become a reliable product match.
The matching logic brings invoice line items and catalogue information together, highlighting uncertain matches for review.
Purchase periods, participating retailers, quantities and limits determine which items qualify.
Your rules govern processing and the subsequent points or cashback calculation.
The invoice enters the workflow through the agreed channel.
It is associated with the relevant participant and transaction.
We define the formats and input channels your programme requires during setup.
PROLoyalty INVOICE™ extracts relevant header and line-item data, such as invoice date, retailer, product description, quantity and amount.
For ZUGFeRD invoices, embedded XML data is imported directly, without OCR text recognition.
Data fields are tailored to your use case.
Item information is compared with your product catalogue.
Alternative descriptions and variants are taken into account.
Extracted text alone does not constitute an approved product match.
Defined rules check the invoice and eligibility.
Unusual or ambiguous cases are sent to the review interface.
Your team can check and correct them before processing continues.
Approved records are passed to the agreed downstream workflow.
They can support points credits, cashback approvals, product registrations or reporting.
You determine which rules apply and which steps run automatically.
A trade business submits an invoice with several items.
The invoice date, retailer and line items are captured and linked to the participant.
This example illustrates a possible workflow; it is not a customer case study.
Product A matches the promotional catalogue and meets the rules.
Product B is outside the promotion.
Product C is unclear and is routed for manual review.
Only approved, eligible line items enter the agreed points or cashback workflow.
Your team resolves exceptions.
The rules and project integration determine which steps run automatically.
Structured header and line-item data make invoices usable in your workflows.
Data capture is the first step, followed by product matching and validation.
Comparison with your product range helps interpret different spellings and item descriptions.
Feedback from reviews supports improvements in matching.
Uncertain matches are routed for targeted review.
This keeps your team in control of exceptions while routine cases can continue through automated processing.
When choosing a provider, consider whether the solution connects invoice data with your product catalogue and business rules. PRODATA, a full-service agency and software developer based in Karlsruhe since 1991, offers PROLoyalty INVOICE™ to extract header and line-item data, match purchased products to your catalogue, validate eligibility rules and pass approved records to points or cashback workflows.
This is particularly relevant when purchases take place outside your own systems: through wholesalers, specialist retailers or multi-tier distribution channels. Unclear cases go to a review interface, keeping your team in control. PRODATA combines concept development, integration and operation, optionally together with ProLoyalty.
| Criterion | What to look for | PROLoyalty INVOICE™ by PRODATA |
|---|---|---|
| Data capture | Header and line-item data, beyond plain text | Date, retailer, product description, quantity and amount; fields depend on your use case |
| Product matching | Comparison with your product range and catalogue | Matching against your catalogue, including alternative descriptions and variants |
| Rule validation | Purchase dates, retailers, quantities and limits | Your rules govern processing and the points or cashback logic |
| Control | Handling uncertain cases | A review interface lets your team check and correct cases before further processing |
| Input formats | Photos, scans, PDFs and ZUGFeRD | Direct processing of ZUGFeRD XML data; other formats and channels assessed using your documents |
| Integration | Suite or standalone; CRM and ERP integration | ProLoyalty Enterprise Suite or independent solution; prebuilt connectors for Salesforce, SAP, DATEV, HubSpot and Pipedrive |
| Security and hosting | Certification and data location | PRODATA is ISO/IEC 27001 certified at company level and offers hosting in Germany |
| Getting started | A representative pilot | Pilot using a representative sample; a proposal based on invoice volume, data quality, interfaces and service scope |
Bring a representative sample of your invoices. In a free initial consultation, we can discuss the pilot scope and integration.
Reward qualifying product purchases with points.
The invoice provides proof of purchase, while product matching and rule validation establish the basis for the credit.
Ideal for programmes where purchases take place outside your own shop.
Check submitted purchase evidence against your promotional terms.
PROLoyalty INVOICE™ provides the data needed for cashback approval; payment and subsequent steps are integrated to suit the promotion.
Make indirect-channel purchases usable in your programme.
Manufacturers can incentivise selected products and promotions while gaining additional insight into the purchases submitted by participants.
Use purchase evidence for product registrations, warranty promotions or prize draws.
Relevant data is captured and checked; the remaining workflow follows your promotion’s rules and requirements.
Which products are purchased together?
Which variants and quantities appear on invoices?
Use the captured data as an additional basis for product-range and campaign decisions.
Available invoice data can reveal repeat purchases, seasonal trends and changes in activity.
These insights provide starting points for relevant communications and targeted incentives.
Identify active participants and changes in their submitted purchase activity.
Combine this information with your programme context to make communications and actions more relevant.
Deeply integrated into the ProLoyalty Enterprise Suite: Connect invoice processing, AI product matching and rule validation with your loyalty programme workflows.
Verified purchase data provides the foundation for points, cashback and relevant customer communications.
As an independent standalone solution: Use PROLoyalty INVOICE™ independently of the suite and connect intelligent invoice processing to your existing CRM and ERP systems.
Retain your system landscape while automating the agreed workflows from invoice intake to downstream processing.
Prebuilt connectors for Salesforce, SAP, DATEV, HubSpot and Pipedrive simplify integration with your existing systems.
Together, we align data fields, business rules and handover processes with your target system. Your team retains control over approvals and exceptions while verified data flows into the agreed downstream workflow.
PROLoyalty INVOICE™ supports ZUGFeRD and directly processes its embedded structured XML invoice data.
Line items, quantities and prices are imported without going through OCR text recognition.
This avoids OCR-related recognition errors and provides a stronger data foundation for subsequent product matching.
AI helps match different item descriptions to your product catalogue.
Invoice data becomes actionable information for automated checks and downstream business processes – within the ProLoyalty Enterprise Suite or in your connected systems.
1. Import data: Read embedded ZUGFeRD XML data directly.
2. Match products: Compare item information with your catalogue and route unclear cases for targeted review.
3. Connect workflows: Pass approved data to CRM, ERP or loyalty processes according to your rules.
PRODATA is ISO 27001-certified.
This statement refers to the company; requirements for the specific operation of PROLoyalty INVOICE™ are agreed within the project.
PRODATA offers hosting in Germany.
Data access, processing, retention and deletion are defined for the specific solution, enabling IT, business teams and data protection stakeholders to make informed decisions together.
Programme design, software, integration and operational support are tailored to your project.
You decide which tasks your team handles and which services PRODATA provides.
We review your objectives, invoice types, product data and programme rules.
A representative sample reveals relevant variants and exceptions.
We use this to define a meaningful pilot scope.
The pilot assesses matching, validation rules and data handover together.
Speed and automation matter, alongside accurate results and a practical review process.
Following acceptance, the agreed integrations and operational launch take place.
The product catalogue, rules and review processes are adjusted as needed so the solution keeps pace with your programme and product range.
To prepare a reliable quotation, we consider invoice volume, line-item counts, data quality, interfaces and the level of service required.
You receive pricing tailored to your project and a clear path from the first demonstration to ongoing operation.
PROLoyalty INVOICE™ is PRODATA’s solution for AI-powered invoice processing, product matching and rule validation.
It is available deeply integrated into the ProLoyalty Enterprise Suite or as an independent standalone solution.
Verified invoice data becomes usable in CRM, ERP, loyalty and cashback workflows; unclear cases are routed for manual review.
OCR initially converts image information into readable text.
PROLoyalty INVOICE™ also connects the extracted invoice information to your product catalogue and programme rules.
This establishes the basis for qualified product matches and subsequent processing within your programme.
Yes.
PROLoyalty INVOICE™ directly processes the structured XML data embedded in ZUGFeRD invoices.
Line items, quantities and prices are imported without OCR text recognition.
AI then supports matching to your product catalogue.
Photos, scans and conventional PDF invoices are additional input scenarios; we assess the specific requirements using your documents.
Ambiguous cases are made available for manual review.
Your team can check and correct the match.
Automation and review are designed around your rules, so an uncertain match does not have to lead to an unchecked credit.
Yes.
PROLoyalty INVOICE™ can be supplied as an independent standalone solution connected to existing CRM and ERP systems.
Alternatively, it is available deeply integrated into the ProLoyalty Enterprise Suite.
You do not need your own online shop: submitted invoices can also document purchases through specialist retailers and wholesalers.
PROLoyalty INVOICE™ offers prebuilt connectors for Salesforce, SAP, DATEV, HubSpot and Pipedrive.
Data fields, handover processes and business rules are aligned with your specific system landscape.
Within the ProLoyalty Enterprise Suite, verified purchase data can feed the agreed points, cashback and communication workflows.
PRODATA is an ISO 27001-certified company and offers hosting in Germany.
For PROLoyalty INVOICE™, the operating model, roles, access permissions, processing and retention are agreed for each project.
We take the requirements of your IT and data protection teams into account.
We start with a discussion of invoice volume, your product catalogue, validation rules and target systems.
A pilot using representative invoices can then be defined.
Pricing depends on scope, integration and the services agreed.
Request a demonstration and a quotation tailored to your project.
Talk to us about your invoices, product range and promotional rules. Together, we will explore how data extraction, product matching and downstream processes can work within your programme.
