AI IN ACCOUNTING

New standards for future-proof accounting

GDPR compliant

Cloud server in Germany

Our AI features automate your invoice management exactly where processes have previously been unnecessarily time-consuming.

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AI-supported data extraction

up to 91% of information captured correctly.

Automatic invoice verification

compliant with § 14 UStG + § 33 UStDV

Automatic posting text

eliminates the need for manual rework.


Automatic pre-accounting

for G/L account, cost center, control key, and approver.

Automated approval process

from automated requests to reminders in Slack and Teams.

Safety

Made in Germany

Candis processes your data in compliance with GoBD and GDPR and additionally protects it with data fencing. This allows you to determine who can access sensitive information—and who cannot.

GoBD-certified

Documents are guaranteed to be archived for 10 years.

Compliant data management

in accordance with GDPR and Section 147 of the German Fiscal Code (AO)

Protection instead of data pooling

No AI training with your content

LESS TRIVIA, MORE FACTS

Candis AI handles these tasks

  • When thermal receipts fade or become crumpled, important information is often difficult to decipher. It becomes even more challenging when invoices are received in a different language. With Candis AI, this is no longer an issue.

    • More accurate: Extracts up to 11 % more accurately than traditional OCR

    • Automatic: Recognizes mixed sales tax rates (0, 7, 19%)

    • Multilingual: Greek, Japanese, and Cyrillic are recognized

    • Accurate: Sorts what you import by document type

  • Manual pre-accounting can be quite tedious: searching, checking, typing, correcting. And what about recurring business transactions? There is an easier way—and it practically takes care of itself. With our automatic pre-accounting.

    • Complete: Includes general ledger account, cost center, tax code, and approver, among other things.

    • Standardized: Creates consistent posting texts in a standard format.

    • Flexible: Account assignment proposals can be adjusted at any time.

    • Smart: Our AI learns with every use and thus improves.

  • Whether receipts, payments, or contracts—Candis automatically recognizes recurring items and items that belong together. Topics are tagged, subscriptions are identified, and information is linked in a structured manner. For a better overview—and less manual research.

    • Forward-looking: Recognizes recurring topics such as invoices and subscriptions, marks them with appropriate tags (e.g., “subscription”)

    • Linked: Automatically establishes connections between receipts, payments, or contracts

    • Clear: Displays billing cycles, terms, and monthly costs in a clearly structured manner

  • Missing mandatory information, incorrect addresses, or incomplete receipts not only cost time but also money. Candis AI automatically detects discrepancies and checks whether all legally required information is included. For fewer queries and greater security.

    • Compliant with the law: checked in accordance with Section 14 of the German Value Added Tax Act (UStG) and Section 33 of the German Value Added Tax Implementation Regulation (UStDV)

    • Reliable: Identifies missing information such as VAT ID, service period, or address

    • Early detection: Identifies incorrect or incomplete documents before they enter the process

    • Secure: Assists in identifying potential fraudulent invoices

NO EMPTY PROMISES

How Candis AI works

Candis AI clears away the things that normally slow you down.

True precision in document sorting.

Data extraction: Candis AI vs. Classic OCR

APPROVAL PROCESS AUTOMATION

Approvals – without chasing

  • Candis automatically identifies invoices that are always pre-posted and approved in the same way – and, if desired, forwards them directly to the approval process without requiring manual intervention. If invoices exceed predefined amount limits, they continue to be reviewed individually.

    Requirements for the automatic approval request:

    • Invoice verification passed in accordance with §14 UStG

    • No duplicate invoices

    • Known business partner

    • Very high confidence level

    • No split posting

  • Candis offers an approval process that reaches everyone involved right where they work: in Slack and Microsoft Teams. Pending approvals trigger automatic notifications here. This ensures that approvers are reminded of pending approvals in a timely manner – and the accounting department stays on top of them at all times.

    • Direct: Approval requests appear as a message with a link to the invoice.

    • Clear: Only the person currently responsible is notified.

    • Transparent: Pending approvals can be viewed at any time via Candis AI.

    • Fast: Reminders for overdue approvals can be triggered directly.

One PDF, all infos

The Candis info package

Side by Side

What Candis AI Helps You With

Systems without AI

Candis AI

Requirements

Understands the context of a document—not just individual characters or fields

Recognizes tax rates (e.g., mixed VAT at 7% and 19%)

Learns recurring patterns and recognizes them automatically (e.g., monthly subscription bills)

Pre-assigns documents completely – including G/L account, cost center, tax code, and approval

Automatically assigns receipts to topics and assigns appropriate tags

Links receipts to payments and contracts

Checks receipts for mandatory information in accordance with Section 14 of UStG and 33 of UStDV

Detects potential errors and discrepancies (e.g., in the case of deviating recipient data)

Reliably reads even difficult receipts (e.g., thermal receipts or scans)

Becomes more accurate with every document processed—through continuous learning within the system

PERSPECTIVE, NOT HYPE

What You Need to Know About AI in Accounting

Podcast: 5 AI Myths

Why AI booking tools aren't generic language models.

Go to the podcast episode

AI-beliefs

Why an AI policy provides greater audit assurance than manual checks.

Go to article

FAQs Candis AI

  • Candis AI automates, accelerates, and simplifies invoice import, data entry, and approval processes. Small and medium-sized businesses save between €13,500 and €34,000 per year by switching to digital invoice management. The average circulation time for a manual invoice in a company is 12 days—with Candis, the processing time is reduced to one day. All invoices and documents can be uploaded, edited, approved, exported, and archived from anywhere using the cloud-based Candis software. Candis is accessible to everyone in your company without restriction. This not only optimizes accounting and workflows, but also significantly increases the satisfaction and productivity of finance teams.

  • Conventional OCR (optical character recognition) recognizes characters and converts them into text, but is prone to errors in complex layouts or poor image quality. AI-powered data capture uses both large language models and machine learning to understand text and data points in a differentiated and context-sensitive way, recognize handwriting, and continuously improve through training. Thanks to its precision and adaptability, AI data extraction is now standard practice for modern finance teams.

  • All data is permanently stored on our servers in Frankfurt am Main – GoBD-certified, viewable and downloadable for 10 years, and fully GDPR-compliant. We use state-of-the-art encryption and security standards as well as the latest cloud technology for data security and availability. Our cloud host is ISO27001 and SOC2 certified, among other certifications. The protection of your data is also guaranteed by data fencing. Data fencing ensures that confidential data is only accessible to authorized users or systems within your organization. This isolates the data in your applications. In addition, there are access restrictions for AI training to ensure fundamental data protection.

  • Candis AI is the result of collaboration between leading AI providers and Candis's in-house AI. The latter was specially programmed for optimal data processing in invoice and document management. Both systems are subject to the strictest data protection requirements and security standards – see above.

  • No. The implementation of new technology can understandably cause uncertainty among the workforce. However, despite all its advantages, AI cannot and should not replace the role of finance teams in the future. Rather, employees should learn to use AI profitably in order to exploit the full potential of these technologies. Like any system, artificial intelligence has its limitations, and control by trained personnel remains essential.

  • Our AI automatically captures invoice data and keeps learning as it processes your documents. Important: It needs a certain amount of data to deliver reliable results.

  • The learning phase takes around 30 days – as long as invoices are coming in regularly. During this time, Candis AI analyzes how your company handles specific invoices: Who approves what? How are invoices pre-coded? Which accounts and cost centers are used?
    In most cases, the first patterns become visible after 30 days. From then on, the AI automatically pre-codes familiar invoice types and flags anything unclear for manual review. If new suppliers are added or a suggestion doesn’t match your posting rules, you can adjust it at any time. The AI also learns from that feedback.

  • No. Candis AI works exclusively with your own invoice data. There is no cross-company training – neither technically nor legally. This ensures maximum data security and results tailored to your organization.

  • The AI identifies patterns in your invoices and processes, and uses them to suggest pre-coding. It does not replace an ERP system, tax advice, or professional review. The more invoices it processes, the more accurate its suggestions become. At the same time, Candis AI remains a learning system that relies on feedback. Approvals and corrections help improve suggestions over time.

  • Yes. The AI processes only those transactions that are unambiguous and have consistently followed the same pattern. Anything that cannot be clearly categorized remains subject to manual review. The basis for this is correctly recorded invoices that the accounting department has already verified.
    Process documentation and an internal control system (ICS) make every step traceable—in the event of an error, it can be demonstrated that it is an exception, not a structural problem. Whoever defines the rules and monitors quality is in control.

  • Yes, because hallucinations are a characteristic of generative models. Candis AI operates on a different basis. Generative models draw their conclusions from large, general datasets. No process at Candis is automated unless it has first been manually verified. What the system learns comes from its own accounting data – not from external sources.

  • No. Auditors evaluate systems and processes – that is, whether it is possible to trace what happened, when, and according to which rule. This results in clear procedural documentation, regardless of whether a process was handled manually or automatically.
    Candis AI operates on the basis of manually reviewed processes. Every step is recorded in a structured, consistent, and comprehensive manner – not a black box, but a transparent workflow.