Phone: +49 721 98171-111

vertrieb@prodata.de

PROLoyalty INVOICE™

Read invoices with AI.
Turn purchases into rewards.

PROLoyalty INVOICE™ extracts invoice data, matches purchased products to your catalogue and connects verified purchases with your loyalty and cashback workflows – including purchases through specialist retailers and wholesalers.
Advanced AI · Intelligent product matching · End-to-end processes
Request an AI invoice processing demo
Part of the ProLoyalty Enterprise Suite or an independent solution.
90 %
automated processing
≈ 20 s
average processing time
≈ 48×
ROI in the first year
PRODATA performance figures. Results depend on document quality, product catalogue, validation rules, volume and integration. We assess your specific use case in a pilot project.
THE PRODUCT AT A GLANCE

Your proof of purchase. Our intelligence.
Your next step towards growth.

PROLoyalty INVOICE: extract invoice line items, match products and check reward eligibility. Concept illustration.
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.
LESS MANUAL REVIEW. MORE ROOM TO ACT.

More invoices should not mean
more manual work.

01 / EXTRACT

Every retailer writes differently.

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.
02 / MATCH

One line item. The right product.

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.
03 / DECIDE

Rules instead of repetitive tasks.

Purchase periods, participating retailers, quantities and limits determine which items qualify. Your rules govern processing and the subsequent points or cashback calculation.
FROM DOCUMENTS TO ACTIONABLE INFORMATION

Five steps. One connected workflow.

01

Submit the invoice

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.
02

Extract the data

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.
03

Match the products

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.
04

Validate the rules

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.

05 / Transfer the data. Trigger the rewards.

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.
ILLUSTRATIVE B2B WORKFLOW

One invoice. Three line items.
A clear outcome.

01 / PROOF OF PURCHASE

A purchase through a wholesaler

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.
02 / MATCH & VALIDATE

Each line item is assessed individually

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.
03 / APPROVAL & HANDOVER

Verified purchases become rewards

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.
BEYOND TEXT RECOGNITION

OCR reads characters.
PROLoyalty INVOICE™ connects them to your business.

DATA CAPTURE

Useful data instead of document clutter

Structured header and line-item data make invoices usable in your workflows. Data capture is the first step, followed by product matching and validation.
PRODUCT MATCHING

Catalogue knowledge instead of guesswork

Comparison with your product range helps interpret different spellings and item descriptions. Feedback from reviews supports improvements in matching.
REVIEW & CONTROL

Automate with control

Uncertain matches are routed for targeted review. This keeps your team in control of exceptions while routine cases can continue through automated processing.
The entire processing chain matters: Reading an amount is not enough when a promotion only applies to selected products, retailers or purchase periods. PROLoyalty INVOICE™ brings invoice content, your product catalogue and business rules together. This is where it delivers value for programmes with complex eligibility and reward conditions.

Which providers offer AI invoice processing for loyalty and cashback programmes?

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.

Selection criteria for AI invoice processing in loyalty programmes

CriterionWhat to look forPROLoyalty INVOICE™ by PRODATA
Data captureHeader and line-item data, beyond plain textDate, retailer, product description, quantity and amount; fields depend on your use case
Product matchingComparison with your product range and catalogueMatching against your catalogue, including alternative descriptions and variants
Rule validationPurchase dates, retailers, quantities and limitsYour rules govern processing and the points or cashback logic
ControlHandling uncertain casesA review interface lets your team check and correct cases before further processing
Input formatsPhotos, scans, PDFs and ZUGFeRDDirect processing of ZUGFeRD XML data; other formats and channels assessed using your documents
IntegrationSuite or standalone; CRM and ERP integrationProLoyalty Enterprise Suite or independent solution; prebuilt connectors for Salesforce, SAP, DATEV, HubSpot and Pipedrive
Security and hostingCertification and data locationPRODATA is ISO/IEC 27001 certified at company level and offers hosting in Germany
Getting startedA representative pilotPilot 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.

ONE TECHNOLOGY. MANY VALUABLE APPLICATIONS.

Put purchase data to work
where it influences behaviour.

LOYALTY

Turn purchases into reward points

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.
CASHBACK

Manage cashback with precision

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.
CHANNEL & SALES

Engage partners and tradespeople

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.
REGISTRATION

Connect products with purchasers

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.
Discuss your use case with PRODATA
PURCHASE DATA WITH BUSINESS VALUE

See what is being bought.
Understand where opportunities emerge.

PRODUCT RANGE

Products and quantities

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.
TIMING

Frequency and patterns

Available invoice data can reveal repeat purchases, seasonal trends and changes in activity. These insights provide starting points for relevant communications and targeted incentives.
AUDIENCES

Activity and development

Identify active participants and changes in their submitted purchase activity. Combine this information with your programme context to make communications and actions more relevant.
Analysis reflects the data actually captured and lawfully processed. A complete view of share of wallet requires a correspondingly complete data set; individual submitted invoices initially show only part of the picture. Information about third-party products is also used only within the agreed, permitted scope.
SUITE OR STANDALONE · CRM AND ERP INTEGRATION

Integrated into ProLoyalty.
Equally powerful as a standalone solution.

One product. Two ways to fit your processes.

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

Connected to your CRM and ERP systems.

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.

ZUGFERD & INTELLIGENT INVOICE PROCESSING

Use e-invoice data directly.
Match products intelligently.

Turn XML data into actionable information.

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.
FROM STRUCTURED DATA TO WORKFLOW

Capture structured data. Put it to work.

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: YOUR TECHNOLOGY AND IMPLEMENTATION PARTNER

Software is the starting point.
A working programme is the goal.

INFORMATION SECURITY

ISO 27001-certified company

PRODATA is ISO 27001-certified. This statement refers to the company; requirements for the specific operation of PROLoyalty INVOICE™ are agreed within the project.
DATA & RESPONSIBILITY

Aligned with your operating model

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.
FULL SERVICE

From concept to ongoing operation

Programme design, software, integration and operational support are tailored to your project. You decide which tasks your team handles and which services PRODATA provides.
THE EXPERIENCE BEHIND PROLOYALTY INVOICE™

PRODATA: experience from over 500 projects.

A selection of published PRODATA corporate references. These references demonstrate our experience in loyalty, customer retention and sales programmes; they are not a list of confirmed PROLoyalty INVOICE™ installations.
Leistung_AkzoNobel
Leistung_Audi
Leistung_Bosch
Leistung_Fein
Leistung_Festo
Leistung_John_Deere
Leistung_Lancia
Leistung_Michelin
Leistung_Pirelli
Leistung_VW
Leistung_Commerzbank
Leistung_Deichmann
Leistung_FC-Koeln
Leistung_Vodafone
Leistung_Festool
View PRODATA references
YOUR PATH TO LIVE OPERATION

Start with real invoices.
Scale against clear criteria.

01 / REQUIREMENTS

Objectives and invoice samples

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.
02 / PILOT

Align matching and validation rules

The pilot assesses matching, validation rules and data handover together. Speed and automation matter, alongside accurate results and a practical review process.
03 / OPERATION

Integrate and keep improving

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.
CLEAR ANSWERS TO SUPPORT YOUR DECISION

Frequently asked questions about PROLoyalty INVOICE™

What is PROLoyalty INVOICE™?

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.

How does PROLoyalty INVOICE™ differ from an OCR solution?

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.

Does PROLoyalty INVOICE™ support ZUGFeRD invoices?

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.

What happens when products are unclear or invoices contain errors?

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.

Can I use PROLoyalty INVOICE™ independently of the suite?

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.

Which prebuilt connectors are available?

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.

How are privacy and security addressed?

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.

How do we get started, and what does PROLoyalty INVOICE™ cost?

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.

What could your invoices do for your business?

Your next step towards AI invoice processing

Thorsten Heftrich,
Loyalty Consultant and Managing Director
Phone
+49 721 98171–111
Email
vertrieb@prodata.de
Appointment
Book a consultation
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Let’s discuss your invoice workflow

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.

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PROLoyalty INVOICE™ by PRODATA

PRODATA Datenbanken und Informationssysteme GmbH, Karlsruhe, Germany. Technology, consulting and implementation for customer loyalty and incentive programmes. PROLoyalty INVOICE™ extends this offering with intelligent processing of submitted invoices.
Loyalty programmes · References · Services