Uploading Invoices to E-conomic System in Denmark through Scanning

Scanning invoices into e-conomic is a practical way to store them digitally in the system. Supplier invoices for larger purchases and invoices for smaller purchases can be scanned. For supplier invoices, select the "Leverandør invoice" scan type and enter the date, supplier name, invoice number, total amount with VAT, payment term, and cost account information. For receipts for smaller purchases, select the "Finansbilag" scan type and enter the date, amount with VAT, currency, accounting note, account information, opposite account information, and accounting text.

Preparing your invoices for scanning: formats, quality, and legal requirements in Denmark

Before you start uploading documents into e-conomic, it is important to prepare your invoices correctly. Proper formats, good image quality and compliance with Danish bookkeeping and VAT rules ensure that your scanned invoices are legally valid, easy to process with OCR and ready for a possible SKAT audit.

Accepted formats for scanning and uploading invoices

e-conomic supports the most common file formats used in Denmark for digital bookkeeping. For everyday work with purchase invoices and expense documents, you should primarily use:

• PDF files (recommended – especially original PDFs received from suppliers)
• Image files: JPG/JPEG, PNG, TIFF

Whenever possible, use the original PDF you receive by email from your supplier instead of printing and rescanning it. Original PDFs are easier for e-conomic’s OCR to read, reduce errors in amounts and VAT, and typically have a smaller file size. If you must scan paper invoices, choose a standard resolution (usually 300 dpi) and save as PDF to keep the file manageable and readable.

Image quality: resolution, contrast and layout

Good image quality is essential for accurate data capture in e-conomic. Poor scans lead to OCR errors and more manual corrections. When scanning invoices in Denmark, follow these basic rules:

• Resolution: 300 dpi is usually sufficient. Avoid very low resolution (below 200 dpi), as text may become unreadable for OCR.
• Colour vs. black & white: Black & white or greyscale is normally enough for invoices. Use colour only if important information (e.g. stamps, notes) would otherwise be lost.
• Contrast and brightness: Make sure the text is dark and the background is light. Avoid overexposed scans where the text becomes pale or blurred.
• Orientation: Scan invoices upright. Rotate any sideways or upside-down pages before uploading to e-conomic.
• Margins and cropping: Do not cut off edges. All information, including invoice number, dates, VAT details and totals, must be fully visible.
• One invoice per file: As a rule, scan one invoice per file. If you scan several invoices in one batch, separate them into individual files before uploading, unless they belong to the same transaction.

Information that must be visible on Danish invoices

For scanned invoices to be accepted by the Danish Tax Agency (Skattestyrelsen) and to support your VAT deduction, they must contain specific information required under Danish VAT and bookkeeping rules. Before scanning, check that the invoice clearly shows at least:

• Supplier’s full name and address
• Supplier’s CVR or SE number (for Danish suppliers)
• Customer’s name (your company) and address
• Invoice date
• Unique invoice number
• Clear description of goods or services supplied
• Quantity and unit price
• Net amount excluding VAT
• VAT rate applied (most often 25% in Denmark, or 0% for exempt/zero-rated supplies)
• VAT amount in DKK
• Total amount including VAT

If you receive invoices from foreign suppliers, make sure the invoice still includes all key details needed to document the transaction and VAT treatment (for example, reverse charge wording on EU invoices). When scanning, ensure that all these elements are sharp and readable.

Legal requirements for digital invoices and archiving in Denmark

Danish bookkeeping rules allow fully digital storage of invoices, as long as the digital copy is complete, readable and securely stored. A properly scanned invoice is considered a valid accounting document if it is an accurate and unaltered representation of the original.

Under Danish law, you must keep accounting records, including invoices, for at least 5 years from the end of the financial year they relate to. This retention period applies whether your invoices are stored on paper or digitally in systems such as e-conomic. When you scan paper invoices and upload them, you can normally rely on the digital version as your primary archive, provided that:

• The scan is complete and legible
• The file is stored securely and backed up
• You can retrieve the invoice quickly in case of a tax inspection

For VAT purposes, the documentation must clearly support your input VAT deduction and the VAT you charge to customers. Make sure that the scanned invoice corresponds to the booked transaction in e-conomic (same supplier, date, amount and VAT).

GDPR and personal data on scanned invoices

Invoices often contain personal data, such as names, private addresses, phone numbers or bank details. When you scan and upload invoices to e-conomic, you act as a data controller under the GDPR and Danish data protection rules. This means you must:

• Have a lawful basis for processing the personal data on the invoice (typically necessary for fulfilling a contract or complying with a legal obligation)
• Limit access to the invoices in e-conomic to staff and advisers who actually need it
• Use secure passwords and, where possible, two-factor authentication
• Ensure that your data processor agreements with e-conomic and any other IT providers are in place and up to date

If invoices contain sensitive personal data (for example, health information), consider whether it is strictly necessary to store such data and whether additional safeguards are required. In many cases, you can avoid including unnecessary personal data on invoices at all.

Preparing paper invoices for scanning

Before you place a stack of invoices in the scanner, take a moment to prepare the documents. This reduces the risk of jams, missing pages and unreadable scans:

• Remove staples, paper clips and sticky notes that cover text
• Smooth out folds and creases so that all text is visible
• Group invoices by supplier or period if it helps your workflow in e-conomic
• Check that multi-page invoices are scanned in the correct order and as a single file

If you receive small receipts (for example, fuel or parking), place them on a blank sheet of paper with some space between them and scan at 300 dpi. Afterwards, crop or separate them into individual files if needed, so each expense can be booked correctly in e-conomic.

Preparing PDF invoices received by email

For invoices received electronically, you usually do not need to print them at all. Instead, save the original PDF and upload it directly to e-conomic or forward it to your Smart Inbox or email-in address. Before uploading:

• Check that the PDF is not password-protected
• Verify that all pages are included (some invoices have separate pages for terms or item lists)
• Ensure the file name is meaningful, for example: “2024-INV-12345-SupplierName.pdf”

Using consistent naming makes it easier to search and match invoices later, especially when you work together with your accountant or external bookkeeper.

Ensuring consistency for easier bookkeeping and audits

Finally, aim for a consistent routine when preparing invoices for scanning. Use the same formats, resolution and naming conventions across your company. This makes it easier to:

• Automate data capture in e-conomic
• Assign the correct accounts and VAT codes
• Find documents quickly during internal reviews or tax inspections

Well-prepared invoices save time, reduce errors and help ensure that your Danish bookkeeping and VAT records are complete, compliant and ready for review at any time.

Step-by-step guide: scanning paper invoices vs. importing PDF invoices

When you upload invoices to e-conomic in Denmark, you can either scan paper invoices or import PDF invoices you receive by email. Both methods lead to the same result – a digital document in your Smart Inbox ready for booking – but the workflow and risks of errors are slightly different. Below you will find a clear, practical guide for each option.

Before you start: basic settings in e-conomic

Make sure your e-conomic agreement is prepared for working with scanned and PDF invoices:

• Activate Smart Inbox (if it is not already included in your plan)
• Locate your unique Smart Inbox email address in e-conomic – this is where you will send scanned and PDF invoices
• Check that your default document type for incoming invoices is set correctly (typically supplier invoices)
• Confirm that your VAT setup matches Danish rules, including standard 25% VAT and any reduced or exempt codes you use

Option 1: scanning paper invoices

Paper invoices are still common in Denmark, especially from smaller suppliers. To keep your bookkeeping compliant and efficient, convert them into high-quality digital files before uploading to e-conomic.

Step 1: prepare the paper invoice

Check that the invoice contains all mandatory information under Danish bookkeeping and VAT rules:

• Supplier’s full name, address, and CVR number
• Invoice date and unique invoice number
• Buyer’s name and address (your company), and CVR number if applicable
• Clear description of goods or services, quantity, and unit price
• Net amount, VAT amount, and total amount in DKK or foreign currency
• Applicable VAT rate (usually 25% in Denmark) and any VAT exemptions

If any of this is missing or unclear, ask the supplier to correct the invoice before scanning. This reduces the risk of errors in OCR and later VAT control.

Step 2: choose your scanning method

You can scan paper invoices in several ways:

• Using a desktop scanner connected to your computer
• Using a multifunction printer (MFP) with scan-to-email or scan-to-folder
• Using the e-conomic mobile app to take photos of invoices

For best OCR results in e-conomic, use these settings where possible:

• File format: PDF (preferred) or high-resolution JPG/PNG
• Resolution: at least 300 dpi
• Colour mode: grayscale or colour (avoid very dark backgrounds)
• Orientation: all pages upright, no rotation needed

Step 3: scan the invoice

Place the invoice flat on the scanner and ensure that:

• All corners and edges are visible
• No fingers, notes, or other documents cover the text
• Staples and paper clips are removed to avoid missing pages

Scan multi-page invoices into one single PDF file. Splitting an invoice into several files makes it harder to match and book correctly in e-conomic.

Step 4: send the scanned file to e-conomic

Once the invoice is scanned, upload it to e-conomic in one of these ways:

• Scan-to-email: configure your scanner or MFP to send directly to your Smart Inbox email address
• Manual upload: save the file on your computer and upload it via Smart Inbox in e-conomic
• Mobile app: use the e-conomic app to take a photo and send it straight to Smart Inbox

Use a clear file name that helps you identify the invoice later, for example: SupplierName_InvoiceNumber_YYYYMMDD.pdf. This is especially useful if you handle many invoices or work with an external accountant.

Step 5: review the scanned invoice in Smart Inbox

After a short time, the invoice appears in Smart Inbox with OCR data pre-filled. Carefully check:

• Supplier name and CVR number
• Invoice date and due date
• Invoice number
• Net amount, VAT amount, and total
• Currency (DKK or foreign currency)

Correct any OCR errors before you approve and transfer the invoice to the purchase module. This is crucial for accurate VAT reporting to the Danish Tax Agency (Skattestyrelsen) and for meeting the legal requirement to keep complete and reliable accounting records.

Option 2: importing PDF invoices

More and more Danish suppliers send invoices as PDF by email. Importing these directly into e-conomic is usually faster and more accurate than scanning paper invoices, because the PDF is already digital and easier for OCR to read.

Step 1: centralise incoming PDF invoices

To keep control and avoid missing invoices, use a dedicated email address for supplier invoices, for example invoices@yourcompany.dk. Ask your suppliers to send all invoices to this address and to avoid sending invoices as images inside the email body.

Step 2: forward PDF invoices to Smart Inbox

When you receive a PDF invoice by email, you can:

• Forward the email (with the PDF attached) directly to your Smart Inbox email address
• Set up an automatic forwarding rule in your email client so that all emails to your invoice address go to Smart Inbox
• Download the PDF and upload it manually to Smart Inbox if needed

Ensure that the invoice is attached as a separate PDF file. If the supplier sends several invoices in one PDF, ask them to split them, or split the file yourself before uploading.

Step 3: check PDF quality and structure

For best results in e-conomic:

• Use text-based PDFs (generated from accounting or invoicing software), not screenshots or photos
• Avoid password-protected or encrypted PDFs – e-conomic cannot read them
• Make sure each invoice is complete, with all pages included

High-quality PDFs significantly reduce OCR errors and save time when approving invoices.

Step 4: validate data captured from the PDF

Once the PDF is in Smart Inbox, e-conomic reads the data automatically. As with scanned invoices, check:

• Supplier details and CVR number
• Invoice number, date, and due date
• Amounts and VAT
• Currency and any foreign VAT information for cross-border invoices

Because PDF invoices are usually clearer than scanned images, you will often see fewer OCR mistakes. Still, you remain responsible for the correctness of the data in your bookkeeping and VAT returns, so always review before posting.

Scanning vs. importing PDFs: which method should you use?

Both methods are fully acceptable under Danish bookkeeping rules as long as the digital copy is readable and stored securely for the required retention period. However, there are practical differences:

• Speed and accuracy: importing text-based PDFs is usually faster and more accurate than scanning paper invoices
• Risk of errors: scanned images are more sensitive to poor print quality, stamps, handwriting, and shadows, which can cause OCR errors
• Workflow: PDF import works best when you have a central invoice email address and automatic forwarding to Smart Inbox
• Compliance: both methods meet Danish requirements, provided the invoice content is complete and the digital copy is legible and stored correctly

Practical recommendations for Danish businesses

To make your daily work in e-conomic smoother and keep your accounts compliant:

• Encourage suppliers to send PDF invoices by email instead of paper
• Use automatic email forwarding to Smart Inbox to reduce manual steps
• Keep a simple internal routine: scan or forward invoices as soon as they arrive, not just at month-end
• Agree with your accountant who is responsible for reviewing OCR data and approving invoices in e-conomic

By following these steps, you create a consistent, documented process for handling both paper and PDF invoices in e-conomic, supporting accurate VAT reporting and compliance with Danish bookkeeping legislation.

Using email-in and Smart Inbox in e-conomic to upload invoices automatically

Email-in and Smart Inbox in e-conomic allow you to upload supplier invoices and receipts automatically, without logging in every time or saving files manually. Used correctly, they can significantly reduce bookkeeping time, minimise errors and ensure that all documents are stored in a compliant way for Danish VAT and bookkeeping rules.

What is email-in in e-conomic?

Email-in is a unique email address linked to your e-conomic agreement. Any invoice or receipt sent to this address is imported directly into your Smart Inbox, where it can be reviewed, approved and posted. You can forward emails from your normal inbox or give the address directly to your suppliers so that invoices arrive in e-conomic automatically.

Each company has its own email-in address, typically in a format generated by e-conomic. You can usually find or reset it in the settings for Smart Inbox or document capture. For security and GDPR reasons, treat this address as confidential and share it only with trusted suppliers and internal users.

What is Smart Inbox and how does it work?

Smart Inbox is the central place in e-conomic where all incoming documents land before they are posted. It supports PDF invoices, image files (such as JPG or PNG) and structured formats like XML or electronic invoices. The system uses OCR and data capture to read key information from the invoice, including:

• Supplier name and CVR number
• Invoice number and date
• Due date and payment terms
• Net amount, VAT amount and total amount
• Currency and, where available, order or reference numbers

Based on this data, Smart Inbox suggests the correct supplier, account, VAT code and sometimes dimensions such as department or project. You or your accountant can then approve, adjust or reject the suggestions before posting the invoice to the purchase ledger.

Setting up email-in for automatic invoice upload

To use email-in effectively, start by locating your company’s email-in address in e-conomic and deciding how it will be used in daily work. Many Danish companies create simple internal routines, for example:

• Forwarding all supplier invoices from a shared mailbox (such as faktura@yourcompany.dk) to the email-in address
• Asking key suppliers to send invoices directly to the email-in address as their primary delivery method
• Using rules in Outlook, Gmail or another email client to automatically forward messages with “invoice” or “faktura” in the subject line

When you set up forwarding rules, ensure that attachments are forwarded in their original format and that the email body is not converted in a way that removes the PDF or image. This helps Smart Inbox read the invoice correctly and reduces manual corrections later.

Best practices for suppliers and invoice formats

For the most reliable data capture in e-conomic, ask your suppliers to send invoices as:

• PDF files generated directly from their invoicing system (not scanned printouts where possible)
• One invoice per PDF file, without multiple invoices in a single attachment
• Invoices with clear information on CVR number, invoice number, invoice date, due date, VAT amount and total amount

In Denmark, VAT-registered suppliers must include specific information on their invoices, such as their CVR number, VAT amount and applicable VAT rate (typically 25% for standard-rated supplies). When this information is clearly visible, Smart Inbox can recognise it more accurately and apply the correct Danish VAT codes in your chart of accounts.

Daily workflow: from email to posted invoice

Once email-in and Smart Inbox are set up, your daily workflow usually looks like this:

1. A supplier sends an invoice to your email-in address, or you forward it from your normal inbox.
2. The invoice appears in Smart Inbox, usually within a few minutes.
3. e-conomic reads the invoice and suggests supplier, account, VAT code and other details.
4. You or your accountant review the suggestions, correct any errors and add missing information such as cost centre or project.
5. You approve and post the invoice, which is then stored with the original PDF or image attached to the transaction.

This process ensures that every invoice is archived electronically in e-conomic and can be retrieved quickly during a Danish Tax Agency (Skattestyrelsen) audit or internal review.

Handling Danish VAT and compliance in Smart Inbox

When using email-in and Smart Inbox in Denmark, it is important to ensure that VAT is handled correctly. For most domestic purchases, the standard VAT rate of 25% applies. However, some purchases may be exempt or subject to special rules, for example:

• Exempt supplies such as certain financial services, health services or education
• Reverse charge on certain cross-border services or goods within the EU
• Mixed-use costs where only part of the VAT is deductible

Smart Inbox can suggest VAT codes based on the supplier and previous postings, but you remain responsible for choosing the correct code. Make it a routine to check that the VAT amount and VAT code match the nature of the purchase and current Danish VAT rules before posting.

Reducing manual work with automatic suggestions

Over time, e-conomic learns from your postings. When the same supplier sends invoices repeatedly, Smart Inbox can:

• Recognise the supplier automatically based on CVR number, bank details or name
• Suggest the same expense account and VAT code you used previously
• Remember typical dimensions such as department, project or cost centre

This learning effect is particularly valuable for recurring costs like rent, telecom, software subscriptions or utilities. It reduces manual data entry and helps ensure consistent coding of expenses, which in turn improves the quality of your financial reporting and VAT returns.

Managing multiple companies and access for your accountant

If your accounting firm manages several Danish companies in e-conomic, each company will have its own email-in address and Smart Inbox. It is important to keep these addresses clearly separated so that invoices are not sent to the wrong entity. Many firms document the correct email-in address for each client and share it with the client’s suppliers as part of the onboarding process.

You can also grant your external accountant or bookkeeper access to your Smart Inbox. This allows them to review, code and post invoices on your behalf, while you retain the ability to log in and approve or monitor the process. Clear access rights and internal procedures help ensure that invoices are processed on time and that Danish deadlines for VAT reporting and annual financial statements are met.

Data security and GDPR when using email-in

Email-in and Smart Inbox process invoices that may contain personal data, such as names, addresses or private phone numbers. Under GDPR and Danish data protection rules, you must ensure that:

• The email-in address is shared only with relevant suppliers and staff
• Access to e-conomic is restricted to authorised users with individual logins
• Old or incorrect invoices are handled according to your data retention policy

e-conomic stores your invoices in a way that meets Danish bookkeeping requirements for retention and auditability, but you are responsible for how the email-in address is used and who can send documents to it.

When email-in and Smart Inbox are especially useful

Email-in and Smart Inbox are particularly valuable if your business:

• Receives many PDF invoices by email from Danish and foreign suppliers
• Has several people who approve purchases but wants centralised bookkeeping
• Works with an external accountant who needs quick, remote access to all documents
• Wants to move away from paper and manual scanning to a fully digital workflow

By standardising how invoices are sent and processed through email-in and Smart Inbox, you create a consistent, efficient and compliant process that supports accurate Danish VAT reporting and reliable financial statements.

Automatic data capture (OCR) in e-conomic: how it works and how to correct errors

Automatic data capture in e-conomic is based on OCR (Optical Character Recognition) and AI-driven data recognition. When you upload a PDF or a scanned image of an invoice, the system reads the document, identifies key fields and suggests booking lines for you. Used correctly, OCR can significantly reduce manual typing, speed up invoice processing and lower the risk of errors in your Danish bookkeeping.

What data does e-conomic OCR capture from Danish invoices?

When you send a supplier invoice to the Smart Inbox or upload it directly, e-conomic attempts to capture at least the following information:

• Supplier name and CVR number
• Invoice number and invoice date
• Due date and payment terms (for example, 8 or 30 days net)
• Total invoice amount and currency
• VAT amount and VAT rate (typically 25% Danish standard VAT, or 0% for exempt/zero-rated items)
• Bank account details (for example, Danish bank account or FI-kort information)
• Reference text, order number or customer reference
• Line items, where possible (description, quantity, unit price)

For Danish suppliers, the system often uses the CVR number and bank details to match the invoice with an existing supplier card. This helps ensure that VAT codes and default accounts are applied consistently according to Danish VAT rules.

How OCR works in practice in e-conomic

Once you upload or email an invoice to the Smart Inbox, e-conomic processes the file in the background. The system analyses the layout, reads the text and tries to recognise typical invoice structures used in Denmark and the EU. The result is a draft booking proposal, which you can see in the Smart Inbox or in the purchase module.

For many standard Danish supplier invoices, the proposal will already contain:

• Correct supplier selected
• Correct invoice number and dates
• Suggested posting account (for example, “Goods for resale”, “Office expenses”)
• Suggested VAT code (for example, 25% input VAT, 0% for VAT-exempt purchases such as certain financial services or health services)

You always remain responsible for approving and posting the invoice. OCR only suggests data; it does not post anything automatically unless you explicitly set up automation rules and approve them in your workflow.

Typical OCR limitations you should be aware of

Even though OCR in e-conomic is advanced, it is not perfect. Errors are more likely in the following situations:

• Low-quality scans, skewed pages or photos taken at an angle
• Invoices with very small fonts or poor contrast
• Invoices with many columns or complex layouts
• Foreign-language invoices with unusual formats
• Invoices that mix several VAT treatments on one page (for example, both 25% VAT and VAT-exempt items)

Because of these limitations, Danish bookkeeping rules still require that you, or your accountant, review the captured data before posting. The Danish Tax Agency (Skattestyrelsen) expects that the accounting records and VAT reporting are correct, regardless of whether you use OCR.

How to review and correct OCR data before posting

After OCR has processed an invoice, open it in the Smart Inbox or in the purchase invoice screen. Go through the fields in a logical order:

1. Check the supplier: verify that the supplier card, CVR number and bank account match the invoice.
2. Check the invoice number and dates: make sure the invoice date and due date are correct, as they affect your payment schedule and VAT period.
3. Check the total and VAT: confirm that the total amount and VAT amount match the original invoice. For Danish standard VAT, the rate should be 25% unless the invoice is VAT-exempt or outside the scope of Danish VAT.
4. Check the currency: ensure that the currency (for example, DKK, EUR, SEK) is correct, especially for cross-border invoices.
5. Check the posting account: adjust the expense account if the suggestion does not reflect the actual nature of the cost.
6. Check the VAT code: select the correct VAT treatment (for example, domestic purchase with 25% VAT, reverse charge for certain EU services, or VAT-exempt purchase).

If you see that OCR has misread a field, simply overwrite it. The system will use your corrections to improve future suggestions for the same supplier.

Correcting common OCR errors in e-conomic

Some OCR errors occur more frequently and are easy to fix once you know where to look:

• Wrong supplier detected – If the system matches the invoice to the wrong supplier card, choose the correct supplier manually. Check that the CVR number and bank account are stored correctly on the supplier card to help future recognition.
• Incorrect invoice number – Long or complex invoice numbers can be truncated or misread. Compare the number with the PDF and correct it to avoid duplicates and reconciliation issues.
• Wrong dates – Sometimes the system reads the order date or delivery date as the invoice date. Adjust the invoice date and due date so that the invoice falls into the correct Danish VAT period.
• Incorrect VAT amount or VAT code – If the VAT amount does not match the invoice, check whether the invoice includes VAT-exempt lines, foreign VAT or reverse charge. Select the correct VAT code in e-conomic so that your Danish VAT return (momsangivelse) is accurate.
• Misread totals in foreign currency – For invoices in EUR or other currencies, verify that the total and currency are correct. The system uses the amount and currency to calculate the DKK value for your accounts.

Improving OCR accuracy with better invoice and scan quality

You can significantly improve OCR results by following a few practical guidelines:

• Always use original PDF invoices from suppliers when possible instead of photos or low-resolution scans.
• If you must scan paper invoices, use at least 300 dpi resolution and scan in black and white or grayscale with good contrast.
• Make sure the entire invoice is visible, not cropped, and not rotated sideways or upside down.
• Avoid handwriting on the invoice itself; add notes in e-conomic instead.
• Ask key Danish suppliers to send structured PDF invoices with clear fields for invoice number, date, VAT and totals.

Better input quality means fewer corrections and more reliable data for your Danish VAT and annual accounts.

Using supplier defaults and templates to reduce OCR corrections

In addition to OCR, e-conomic allows you to set up supplier-specific defaults. For each supplier, you can define:

• Default expense account or cost type
• Default VAT code (for example, domestic 25% input VAT, reverse charge, or VAT-exempt)
• Default payment terms
• Default dimension or cost centre, if you use dimensions in e-conomic

When OCR recognises the supplier, these defaults are applied automatically. This combination of OCR and supplier settings is particularly useful for recurring Danish expenses such as rent, utilities, telecoms, software subscriptions and office supplies, where the VAT treatment and account are usually the same from month to month.

Compliance with Danish VAT and bookkeeping rules when using OCR

Using OCR does not change your legal obligations under Danish bookkeeping and VAT legislation. You must still ensure that:

• All purchase invoices are recorded correctly and can be linked to the original document
• VAT is reported correctly according to the applicable rate (for example, 25% standard VAT or 0% for exempt items)
• Invoices are stored securely and can be presented to Skattestyrelsen on request
• Foreign invoices and reverse charge purchases are treated correctly in your VAT return

e-conomic helps you meet these requirements by storing the scanned invoice together with the booking entry and by allowing you to correct OCR data before posting. However, the final responsibility for accurate bookkeeping and VAT reporting in Denmark remains with your company and your accountant.

When to involve your accountant in OCR-related issues

If you frequently need to correct the same type of error, or if you are unsure about the correct VAT treatment of certain invoices, involve your Danish accountant. They can:

• Review your supplier settings and VAT codes in e-conomic
• Help you set up posting templates for recurring invoices
• Check that your OCR-based postings comply with current Danish VAT rules and thresholds
• Suggest improvements to your scanning and approval workflow

By combining e-conomic’s OCR with professional accounting support, you can keep your Danish bookkeeping efficient, accurate and fully compliant.

Assigning accounts, VAT codes, and dimensions to scanned invoices

Once your invoices are scanned or imported into e-conomic, the next crucial step is to assign the correct accounts, VAT codes and dimensions. Doing this properly ensures that your bookkeeping complies with Danish rules, your VAT returns to Skattestyrelsen are correct, and your management reports are reliable.

Chart of accounts: choosing the right posting accounts

Every scanned purchase invoice must be linked to at least one account in your chart of accounts. In e-conomic, this is typically done in the Purchases or Accounting module once the invoice has been captured by Smart Inbox or OCR.

For Danish companies, it is important to distinguish between:

• Operating expenses (e.g. 4xxx–8xxx accounts: rent, office supplies, marketing, IT services)
• Cost of goods sold (e.g. 1xxx–3xxx accounts for inventory and direct production costs)
• Assets (e.g. 0xxx accounts for fixed assets that must be depreciated)

As a rule of thumb, purchases above a certain value that will be used for more than one year (for example machinery, equipment or larger IT investments) should be posted to a fixed asset account instead of a normal expense account. Many Danish companies use an internal threshold, for example DKK 12,300 (aligned with common tax practice for small assets), but the exact limit should be agreed with your accountant.

In e-conomic you can set up default accounts on supplier cards so that scanned invoices from the same supplier are automatically suggested to the correct account (for example, your electricity supplier always to “Electricity and heating”). You should still review the suggestion and adjust it if the invoice covers something different than usual.

Assigning the correct VAT codes in Denmark

Denmark has a standard VAT rate of 25% on most goods and services. When you assign VAT codes to scanned invoices in e-conomic, you must ensure that the VAT treatment matches both Danish VAT law and the specific nature of the purchase.

Typical VAT situations for Danish businesses include:

• Domestic purchases with full VAT deduction – most B2B purchases in Denmark (e.g. office supplies, professional services). These are normally posted with a 25% input VAT code.
• Domestic purchases with limited or no VAT deduction – for example:
  • Hotel accommodation and restaurant expenses: VAT is only partially deductible under Danish rules, and some companies choose to treat it as non-deductible for simplicity.
  • Passenger cars used for mixed private/business purposes: VAT is often not deductible.
• Purchases from other EU countries – often subject to reverse charge. You must use a specific EU purchase VAT code so that e-conomic both calculates Danish VAT (25%) and records the corresponding input VAT, resulting in a net zero effect if the VAT is fully deductible.
• Purchases from outside the EU – typically handled via customs and import VAT. In e-conomic you usually post the customs and import VAT based on the customs declaration, using dedicated import VAT codes.
• VAT-exempt purchases – for example certain financial services, insurance or health services. These should be posted with a VAT-exempt code so they are excluded from the VAT return.

In e-conomic, VAT codes are linked to accounts. When you choose an account for the scanned invoice, the system will usually suggest the corresponding VAT code automatically. You should verify that the suggestion matches the invoice type and the supplier’s country. If your company is partly VAT-exempt, you may need separate accounts and VAT codes for fully deductible, partly deductible and non-deductible VAT.

Working with multiple lines and split VAT

Many invoices contain different types of purchases on one document, for example a mix of goods, freight and services, or both domestic and EU-related items. In e-conomic you can split a scanned invoice into several lines, each with its own account and VAT code. This is particularly important when:

• Part of the invoice is VAT-deductible and part is not
• Part of the invoice relates to a fixed asset and part to ordinary expenses
• The invoice covers both domestic and cross-border services

Always compare the VAT amount calculated by e-conomic with the VAT shown on the supplier invoice. If there is a difference, check whether the correct VAT codes and bases have been used, especially for EU and non-EU suppliers.

Using dimensions (cost centers, departments, projects)

Dimensions in e-conomic allow you to track where costs belong within your business. Common dimensions used by Danish companies include:

• Departments (e.g. Sales, Administration, Production)
• Cost centers (e.g. Copenhagen office, Aarhus office, Warehouse)
• Projects or jobs (e.g. specific client assignments or construction projects)

When you assign dimensions to scanned invoices, you make it possible to produce detailed internal reports without affecting the statutory chart of accounts. In e-conomic you can:

• Set default dimensions on supplier cards (for example, cleaning supplier always to “Office costs – Copenhagen”)
• Override dimensions on individual invoice lines when a cost relates to a specific project or department
• Use mandatory dimensions on selected accounts so that users cannot post an invoice without choosing the correct department or project

For project-based businesses, it is good practice to assign all direct costs (subcontractors, materials, travel) to the relevant project dimension. This makes it easier to calculate project profitability and to document costs to clients or auditors.

Automating rules for accounts, VAT and dimensions

To save time and reduce errors, you can use automation features in e-conomic when working with scanned invoices:

• Supplier defaults – define standard posting accounts, VAT codes and dimensions on each supplier card. When a new scanned invoice from that supplier arrives, e-conomic will pre-fill these fields.
• Posting templates – create templates for recurring invoice types (for example rent, telephone subscriptions, leasing). Templates can predefine how the invoice should be split across accounts and dimensions.
• Smart suggestions – over time, e-conomic can learn from previous postings and suggest accounts and dimensions based on historical data. Always review suggestions before approving.

Even with automation, you remain responsible for ensuring that the final posting is correct under Danish accounting and VAT rules. Periodically review your supplier defaults and templates, especially when VAT rules or your business structure change.

Quality control and collaboration with your accountant

Before you approve scanned invoices for booking, perform a quick check:

• Does the account reflect the nature of the expense or asset?
• Is the VAT code correct for the supplier’s country and type of purchase?
• Are dimensions assigned so that internal reporting will be meaningful?
• Do the total amount and VAT in e-conomic match the supplier invoice?

If you work with a Danish accountant or accounting firm, you can grant them access to your e-conomic system so they can review and adjust accounts, VAT codes and dimensions directly. This helps ensure that your scanned invoices are posted correctly from the start, your VAT returns are accurate, and your annual financial statements comply with Danish requirements.

Linking scanned invoices to purchase orders and supplier cards in e-conomic

When you scan or import supplier invoices into e-conomic, linking them correctly to purchase orders and supplier cards is essential for accurate bookkeeping, VAT reporting and audit trail in Denmark. A well-structured link between the scanned document, the purchase order and the supplier card makes it easier to control costs, avoid duplicate postings and document your input VAT deductions to the Danish Tax Agency (Skattestyrelsen).

Why linking scanned invoices matters in Danish bookkeeping

Under Danish bookkeeping rules and the Danish Bookkeeping Act, businesses must be able to document each transaction with clear supporting material and a transparent audit trail. In e-conomic this means:

• Each supplier invoice should be linked to the correct supplier card
• Purchase invoices related to orders should be matched to the correct purchase order
• The scanned image or PDF must be easily accessible from the accounting entry

This structure supports correct allocation of costs, proper VAT coding (e.g. 25% standard VAT, 0% for exempt or outside scope transactions) and faster work for both your internal finance team and your external accountant.

Linking scanned invoices to supplier cards

When an invoice is scanned or sent to Smart Inbox in e-conomic, the system attempts to recognise the supplier using OCR data such as VAT number (CVR), IBAN, bank account, or standard payment details. To ensure correct linking:

1. Check supplier identification
   In the Smart Inbox or purchase module, verify that e-conomic has suggested the correct supplier. If the supplier is not recognised, search manually by supplier name, CVR number or supplier number.
2. Create a new supplier card when needed
   If the supplier does not exist, create a new supplier card with at least:
   • Supplier name and address
   • CVR number (for Danish suppliers) or foreign VAT number
   • Default VAT handling (e.g. domestic 25%, EU acquisition, reverse charge, exempt)
   • Default ledger account for typical purchases from this supplier
   • Payment terms (e.g. 8, 14 or 30 days net)
   Link the scanned invoice to this new supplier card before you post it.
3. Use consistent supplier numbers
   Keep a clear supplier numbering structure (for example, 10000–19999 for Danish suppliers, 20000–29999 for EU suppliers, 30000–39999 for non-EU suppliers). This makes it easier to find and link invoices correctly.
4. Save and reuse matching rules
   When you correct a supplier suggestion, e-conomic can learn from your choice. Over time, the system will automatically link future scanned invoices from the same supplier to the correct supplier card.

Matching scanned invoices with purchase orders

For companies that use purchase orders (POs) in e-conomic, matching scanned invoices to POs is a key internal control. It helps verify that you only pay for goods and services that were ordered and delivered, and that quantities and prices match the agreed terms.

To link a scanned invoice to a purchase order:

1. Locate the relevant purchase order
   In the purchase module, search for the PO using:
   • PO number (often printed on the supplier invoice)
   • Supplier name or supplier number
   • Date range or project/dimension if used
   If the supplier has referenced your PO number on the invoice, use this as the primary search key.
2. Attach the scanned invoice to the PO
   From the PO screen, attach the scanned invoice image or PDF that is already in Smart Inbox or the document archive. In many workflows, e-conomic allows you to open the scanned invoice and select “link to purchase order” or to match it directly from the Smart Inbox view.
3. Check quantities and prices
   Compare:
   • Ordered quantity vs. invoiced quantity
   • Agreed unit price vs. invoiced unit price
   • Discounts, freight, and additional fees
   Adjust the PO or the invoice lines if there are minor differences that are acceptable under your internal policies.
4. Handle partial deliveries and multiple invoices
   If the supplier delivers in several batches, one PO may be matched to multiple invoices. In that case:
   • Mark lines as partially received when only part of the order is invoiced
   • Link each scanned invoice to the same PO, but only for the relevant lines
   • Ensure that the total quantity across all invoices does not exceed the PO quantity
   This is important for stock control and cost allocation.
5. Close the PO when fully invoiced
   Once all goods/services are received and fully invoiced, mark the PO as completed or closed. The scanned invoice remains linked to the PO and to the accounting entry for future reference.

Ensuring correct VAT and account allocation when linking

When you link scanned invoices to supplier cards and purchase orders, you also define how the invoice will affect your Danish VAT reporting and your profit and loss accounts. To keep your VAT and accounts correct:

• Use supplier defaults for typical purchases (e.g. office supplies, subcontractor services, rent)
• Check that domestic purchases are coded with 25% VAT unless they are exempt or outside the scope
• Apply correct rules for EU and non-EU purchases, including reverse charge and acquisition VAT where relevant
• Align PO lines with the correct ledger accounts and VAT codes before posting

Because the scanned invoice is visually linked to the transaction, it is easy for your accountant to verify that the VAT treatment and account allocation match the content of the invoice, which is a key requirement in Danish VAT audits.

Practical workflow tips for Danish companies and accountants

To keep your process efficient and compliant, consider the following practices when linking scanned invoices in e-conomic:

• Always require suppliers to state your PO number on the invoice when you use purchase orders
• Ensure that Danish suppliers include their CVR number and your CVR number on the invoice to support correct VAT handling
• Use clear internal guidelines for who is responsible for matching invoices to POs and approving them for payment
• Give your external accountant access to e-conomic so they can review linked invoices directly in the system instead of requesting separate PDF copies
• Regularly review unmatched invoices in Smart Inbox to avoid delays in posting and VAT reporting

When scanned invoices are consistently linked to the right supplier cards and purchase orders in e-conomic, you gain better cost control, stronger internal controls and a clear, digital audit trail that meets Danish bookkeeping and VAT documentation requirements.

Handling foreign currency and cross-border invoices when scanning to e-conomic

When you scan invoices in foreign currencies or from suppliers abroad into e-conomic, you must handle them correctly for Danish VAT, bookkeeping and documentation purposes. Proper setup ensures that exchange rates, VAT codes and invoice data are recorded in line with Danish rules and that your accounts, VAT returns and annual report remain accurate.

Setting up suppliers and currencies before scanning

Before you start scanning cross-border invoices, make sure your e-conomic master data is ready:

• Create separate supplier cards for Danish, EU and non-EU suppliers and select the correct country code and VAT registration number (if applicable).
• Activate and maintain all relevant currencies used by your suppliers. For EUR this is almost always required; many Danish companies also use SEK, NOK, USD and GBP.
• Choose how e-conomic should handle exchange rates: either by using the system’s daily rates or by entering your own rates based on the Danish National Bank’s published exchange rates.
• Define default VAT codes on each supplier card (for example “reverse charge EU services”, “import of goods outside EU”, “no VAT”) so that scanned invoices are posted with the correct VAT treatment.

How OCR handles foreign currency invoices

When you upload or email a foreign invoice to e-conomic, the Smart Inbox and OCR will try to read:

• Invoice currency (for example EUR, USD, SEK)
• Net amount, VAT amount and total amount
• Supplier name, address, VAT number and invoice number
• Invoice date and due date

Always check that the currency and amounts are interpreted correctly before you approve the invoice. OCR may misread decimal separators or currency symbols, especially on scanned PDFs or invoices with mixed languages. Correcting these fields before posting avoids differences between supplier statements and your ledger.

Exchange rates and posting in DKK

All bookkeeping in Denmark must ultimately be expressed in DKK, even if the invoice is in a foreign currency. In e-conomic you therefore see both:

• The original amount in the foreign currency
• The converted amount in DKK based on the chosen exchange rate

For compliance and consistency:

• Use a consistent source of exchange rates, for example the Danish National Bank’s official rates.
• Apply the rate valid on the invoice date or on the date when the liability arises, depending on your accounting policy.
• Record any later exchange rate differences (for example at payment) on dedicated exchange gain/loss accounts in your chart of accounts.

When you scan the invoice, verify that e-conomic has applied the correct rate and that the DKK amount matches your expectations. If necessary, you can override the rate manually on the individual invoice.

VAT on EU invoices: goods and services

Cross-border invoices within the EU require special attention to VAT. In Denmark, the standard VAT rate is 25%, but for most purchases from other EU countries you do not pay foreign VAT. Instead, you apply reverse charge VAT in Denmark.

When scanning EU invoices into e-conomic:

• Check whether the supplier has charged VAT. For B2B transactions with a valid Danish VAT number, EU suppliers should normally invoice without VAT.
• Use the correct reverse charge VAT code in e-conomic:
  • For goods from EU suppliers, you usually calculate 25% Danish VAT on the purchase value and deduct the same amount as input VAT, provided the goods are used for VAT-liable activities.
  • For services from EU suppliers (for example software subscriptions, consulting), you also apply reverse charge VAT at 25% and deduct it if you have full VAT deduction rights.
• Ensure that the supplier’s EU VAT number is registered on the supplier card and appears on the scanned invoice image for documentation.

e-conomic can automatically assign the right VAT code based on the supplier setup. After scanning, always confirm that the VAT code reflects whether the invoice relates to EU goods, EU services or domestic purchases.

VAT on non-EU invoices and import of goods

For purchases from suppliers outside the EU, the VAT treatment depends on whether you buy goods or services.

Import of goods from non-EU countries

• The commercial invoice from the non-EU supplier is usually scanned into e-conomic without VAT.
• Danish import VAT is typically calculated by the customs authorities and appears on a customs declaration or a statement from your freight forwarder.
• You should scan and book both:
  • The supplier’s commercial invoice (value of goods)
  • The customs or freight invoice showing Danish import VAT at 25% and any customs duties
• Use dedicated accounts and VAT codes for import VAT so that the VAT is reported correctly on your Danish VAT return.

Services from non-EU suppliers

• For most B2B services (for example online platforms, cloud services, advertising, software) from non-EU suppliers, you must apply reverse charge VAT at 25% in Denmark.
• The scanned invoice will normally show no VAT. In e-conomic, select the appropriate reverse charge VAT code for non-EU services so that output and input VAT are recorded correctly.

Checking VAT codes and legal text on scanned invoices

Foreign invoices often include VAT-related notes such as “reverse charge”, “intra-Community supply” or references to EU directives. When reviewing the scanned image in e-conomic:

• Look for phrases indicating that the supplier expects you to apply reverse charge VAT.
• Confirm that the selected VAT code in e-conomic matches the legal text on the invoice.
• Ensure that no foreign VAT is booked as deductible Danish VAT. Foreign VAT is normally not deductible in Denmark unless reclaimed separately through foreign VAT refund schemes.

Handling multiple VAT rates and mixed supplies

Some foreign invoices contain several VAT rates or a mix of VAT-liable and VAT-exempt items. OCR may not always split these lines correctly. In such cases:

• Use line-level editing in e-conomic to separate goods and services with different VAT treatments.
• Assign the correct VAT code to each line, for example:
  • Reverse charge EU services
  • Import of goods outside EU
  • Domestic Danish purchases with 25% VAT (for local costs such as freight or handling charged by a Danish company)
• Check that the total VAT reported in DKK matches the underlying documentation from customs or local tax authorities where relevant.

Payment, bank reconciliation and exchange differences

When you pay foreign invoices, the amount in DKK on your bank statement will often differ from the original DKK value booked at the invoice date. In e-conomic:

• Match the payment to the scanned and posted invoice during bank reconciliation.
• Let the system calculate the exchange difference and post it automatically to your exchange gain/loss accounts.
• Ensure that only the exchange difference is posted as income or expense, and that the original invoice amount in foreign currency remains unchanged.

Documentation and audit trail for cross-border invoices

Danish bookkeeping rules require that all transactions, including cross-border ones, are properly documented and traceable. Scanning invoices into e-conomic helps you meet these requirements if you:

• Keep the original invoice image attached to the booking, including all pages and annexes.
• Ensure that the invoice shows the supplier’s full details, VAT number (for EU), invoice date, invoice number, currency and a clear description of the goods or services.
• Store customs documents, freight invoices and any import VAT statements together with the related purchase invoice or link them clearly in your accounting records.

This digital audit trail makes it easier to respond to questions from the Danish Tax Agency and your auditor, and it supports accurate VAT reporting on cross-border trade.

Working with your accountant on foreign invoices

If your company frequently receives foreign currency or cross-border invoices, agree clear routines with your accountant:

• Which VAT codes to use for typical scenarios (EU goods, EU services, non-EU services, import of goods)
• How often exchange rates are updated and which source is used
• How to handle complex cases such as chain transactions, drop shipments or invoices with foreign VAT

By combining consistent scanning procedures in e-conomic with professional guidance, you can handle foreign currency and cross-border invoices in full compliance with Danish VAT and bookkeeping rules while keeping your daily workflow efficient.

Common issues when uploading invoices and how to troubleshoot them

Even a well-configured e-conomic setup can run into issues when uploading invoices by scan or PDF import. Below you will find the most common problems Danish companies face, how they affect your bookkeeping and VAT reporting, and practical steps to fix them directly in e-conomic.

Invoice is rejected or does not appear in Smart Inbox

If an invoice you have scanned or emailed does not show up in Smart Inbox, the problem is usually related to the file format, size, or email settings.

Check the following:

• File format: e-conomic supports PDF, JPG and PNG for invoice uploads. Other formats (for example HEIC from iPhones, ZIP archives or Word files) may be rejected. Convert them to PDF before sending.
• File size: Very large files can be blocked by your mail server or by e-conomic. As a rule of thumb, keep each attachment below 10–15 MB. Reduce resolution on your scanner if needed.
• Correct email address: Make sure you are sending to the unique Smart Inbox address generated in your e-conomic agreement. A single typo will cause the email to be delivered elsewhere or bounce.
• One invoice per file: If you scan several invoices into one PDF, Smart Inbox may not be able to separate them correctly. Scan or split into one file per invoice.
• Check spam and quarantine: Some corporate mail systems quarantine emails with scanned attachments. Ask your IT to whitelist the Smart Inbox address.

If an email was sent to the wrong address, simply resend the attachments to the correct Smart Inbox email. If the file format is the issue, convert the file and upload it again via Smart Inbox or directly from your computer.

OCR cannot read the invoice correctly

Automatic data capture (OCR) in e-conomic saves time, but it is not perfect. Typical issues include missing supplier identification, wrong invoice date, or incorrect VAT amounts.

Common causes and fixes:

• Poor scan quality: Dark, skewed or low-resolution scans make OCR less accurate. Set your scanner to at least 300 dpi, use black-and-white or grayscale, and avoid shadows or handwritten notes over key fields.
• Unclear supplier information: If the CVR number, VAT ID or address is not clearly printed, OCR may not match the supplier card. In Smart Inbox, manually select the correct supplier once; e-conomic will learn and improve future recognition.
• Multiple currencies on one document: If both DKK and a foreign currency appear, OCR may pick the wrong amount. Always verify the currency and total amount before approving the invoice.
• Complex layouts: Invoices with many columns, credit notes on the same page, or mixed languages can confuse OCR. Double-check invoice number, due date, and VAT before posting.

Remember that under Danish bookkeeping and VAT rules, you remain responsible for the correctness of the accounting entry. Always review key fields (supplier, date, amount, VAT, currency) before final approval, even when OCR is enabled.

Wrong VAT amount or VAT code on scanned invoices

Incorrect VAT handling is one of the most critical issues, as it directly affects your Danish VAT return. Typical problems include invoices posted with:

• Standard 25% VAT when they should be VAT exempt
• No VAT when Danish VAT should be applied
• Wrong VAT code for EU or non-EU purchases

How to troubleshoot:

• Check supplier setup: In the supplier card, verify the default VAT zone (Denmark, EU, Outside EU) and default VAT code. For example, EU suppliers providing services should typically trigger reverse charge VAT in Denmark.
• Verify invoice type: Some invoices (e.g. bank fees, insurance, certain financial services, some health services) are VAT exempt in Denmark. Make sure they are posted with a VAT-exempt code and that no input VAT is claimed.
• Compare VAT amount with 25% rate: For standard-rated domestic purchases, VAT should normally be 25% of the net amount. If the invoice shows a different rate, check if it includes reduced-rate or exempt items and split the posting accordingly.
• Reverse charge invoices: For many EU and non-EU services, Danish rules require you to calculate both output and input VAT (reverse charge). Use the correct reverse charge VAT code so that the transaction is reported properly in the Danish VAT return.

If you discover an error after posting, correct it by creating a reversing entry or credit note and re-posting with the correct VAT code. This ensures your VAT accounts and periodic VAT return remain accurate.

Duplicate invoices after scanning

Duplicates can lead to double payment and overstated costs. They typically occur when the same invoice is:

• Scanned and also imported as an electronic invoice (e.g. OIOUBL)
• Sent to Smart Inbox more than once
• Entered manually and later scanned

To avoid and fix duplicates:

• Use invoice number control: In e-conomic, check that invoice numbers are unique for each supplier. If an invoice with the same number already exists, investigate before approving the new document.
• Review Smart Inbox before posting: Do not approve invoices in bulk without a quick check of supplier, invoice number and amount.
• Align processes with suppliers: Ask key suppliers to send invoices only in one format (for example, electronic invoice or PDF by email, but not both).
• Correct existing duplicates: If a duplicate has been posted, create a credit note or reversing entry and clearly link it to the duplicate invoice. Document the correction for audit purposes.

Wrong booking account or dimensions assigned

When invoices are uploaded automatically, e-conomic may suggest accounts and dimensions (cost centers, projects) based on past postings. If the first posting was wrong, the system can continue suggesting incorrect accounts.

How to handle this:

• Review suggestions carefully: Before approving, check that the expense account, cost center and project match the nature of the purchase and your internal policies.
• Update supplier defaults: On the supplier card, define the correct default expense account and dimension values for recurring costs such as rent, telecom, or software subscriptions.
• Correct “learning” errors: If e-conomic repeatedly suggests the wrong account, deliberately change the account several times when approving similar invoices. Over time, the system will adjust its suggestions.
• Fix mispostings promptly: If an invoice has already been posted to the wrong account, reclassify it via a journal entry and attach a note explaining the correction.

Currency and exchange rate discrepancies

For foreign currency invoices, issues often arise when the DKK amount in e-conomic does not match your bank payment or the supplier’s statement.

Key points to check:

• Correct currency code: Make sure the supplier card and the invoice are set to the same currency (e.g. EUR, USD, SEK). If an invoice in EUR is posted as DKK, both VAT and cost will be wrong.
• Exchange rate used: e-conomic can use daily or manually entered exchange rates. Compare the rate used with the rate applied by your bank. Small differences are normal; large differences indicate a wrong rate or currency.
• Bank fees and rounding: When paying foreign invoices, banks often charge fees or apply slightly different rates. Post bank fees separately to a financial expense account and reconcile the difference.

Under Danish tax rules, exchange differences between invoice date and payment date should be recognised as financial income or expense. Make sure these differences are posted correctly so that your profit and loss statement reflects the real effect of currency movements.

Missing or incomplete invoice data for Danish compliance

Some scanned invoices do not meet the formal requirements for Danish VAT documentation. Typical issues include missing CVR number, no invoice number, or unclear supplier identity.

To stay compliant:

• Check mandatory fields: A valid purchase invoice should normally include supplier name and address, CVR or VAT number, invoice date, invoice number, description of goods or services, net amount, VAT amount and total.
• Request corrected invoices: If essential information is missing or unreadable, ask the supplier to issue a corrected invoice or credit note and upload the new document.
• Add internal notes: Where minor details are unclear but the supplier can be clearly identified, add an internal note in e-conomic explaining the transaction and attach supporting documentation such as contracts or order confirmations.

Without proper documentation, the Danish tax authorities can deny your right to deduct input VAT. It is therefore important to identify and correct such issues before the VAT period is closed.

Problems with scanner or MFP integration

When invoices are sent directly from a physical scanner or multifunction printer (MFP) to e-conomic, technical misconfigurations can prevent documents from arriving.

Typical troubleshooting steps:

• Verify destination email: Confirm that the scanner is configured to send to the correct Smart Inbox email address and that there are no extra spaces or hidden characters.
• Check authentication: Many scanners send via SMTP using a specific email account. If the password or server settings change, emails may no longer be delivered. Update the settings in the device.
• Test with a normal email client: Send a test email with a PDF invoice from your regular email to Smart Inbox. If this works, the issue is likely in the scanner configuration, not in e-conomic.
• Update firmware and drivers: Outdated firmware can cause compatibility issues with modern mail servers. Install the latest updates from the manufacturer.

Invoices stuck in Smart Inbox and not posted

Sometimes invoices accumulate in Smart Inbox because no one has time or rights to process them. This creates delays in bookkeeping, VAT reporting and payment handling.

To avoid this bottleneck:

• Assign clear responsibility: Decide who is responsible for reviewing and approving invoices in Smart Inbox and define a regular routine (for example, daily or several times per week).
• Use approval workflows: If your e-conomic plan includes approval flows, set them up so that invoices automatically go to the right manager or department for approval.
• Grant proper access: Ensure that your accountant or external bookkeeper has the necessary rights to access Smart Inbox and post invoices on your behalf.
• Monitor open items: Regularly review the number and age of invoices waiting in Smart Inbox to avoid missing due dates and supplier discounts.

When to involve your accountant

If you repeatedly encounter the same issues, or if you are unsure about the correct VAT or accounting treatment of certain invoices, involve your Danish accountant or authorised bookkeeper.

They can help you:

• Review and adjust supplier setups, default accounts and VAT codes
• Configure Smart Inbox and OCR settings to match your business and industry
• Correct historical posting errors and ensure your VAT returns are accurate
• Design internal procedures so that scanning and uploading invoices supports both Danish legal requirements and your management reporting needs

By addressing these common issues proactively, you can make invoice scanning and uploading to e-conomic a reliable, compliant and time-saving part of your Danish bookkeeping process.

Best practices for naming, tagging, and archiving scanned invoices in e-conomic

Naming, tagging, and archiving your scanned invoices correctly in e-conomic is essential for efficient bookkeeping, smooth VAT reporting to Skattestyrelsen, and fast audits. A clear structure also helps your Danish accountant work faster and reduces the risk of errors in your financial statements.

Recommended naming conventions for scanned invoices

When you upload invoices to e-conomic (via Smart Inbox, email-in, or direct import), the system can automatically assign document numbers, but the file name still matters for search, backups, and communication with your accountant.

A practical and SEO-friendly naming convention for Danish companies is:

YYYY-MM-DD_SupplierName_InvoiceNumber_AmountDKK_VAT25

For example:

• 2025-01-15_Telia_Inv45879_625DKK_VAT25.pdf
• 2025-02-03_AmazonEU_InvDK-99321_1-250DKK_ReverseCharge.pdf

Key elements worth including:

• Date – use the invoice date (YYYY-MM-DD) for consistent sorting
• Supplier name – use the name you use on the supplier card in e-conomic
• Invoice number – exactly as shown on the supplier invoice
• Amount and currency – especially important for foreign currency invoices (e.g. 850EUR, 1-500SEK)
• VAT indicator – e.g. VAT25, VAT0, ReverseCharge, ImportVAT, Exempt

For recurring invoices (rent, subscriptions, utilities), you can add a period:

YYYY-MM-DD_SupplierName_InvoiceNumber_PeriodYYYY-MM

Example: 2025-01-01_EjendomsselskabAps_Inv1205_Rent2025-01.pdf

Using tags and dimensions in e-conomic to organise invoices

In e-conomic, you can use dimensions such as cost centres, departments, projects, and custom tags to structure your scanned invoices. This is particularly useful for Danish companies that need to split costs between multiple activities or locations.

Common ways to tag invoices:

• Department or cost centre – e.g. SALES, ADMIN, IT, WAREHOUSE
• Project or job number – especially for consulting, construction, and IT companies
• Cost type – e.g. OFFICE, MARKETING, CAR, TRAVEL, RENT
• VAT relevance – e.g. FULLVAT, PARTIALVAT, NOVAT (for non-deductible expenses)

For example, a fuel invoice for a company car used partly privately can be tagged as CAR, PARTIALVAT, and linked to a specific car cost centre. This makes it easier to document partial VAT deduction and private use adjustments if Skattestyrelsen requests documentation.

Archiving structure aligned with Danish VAT and accounting rules

Danish bookkeeping rules require that accounting records, including invoices, are stored securely and in an orderly manner for at least 5 years after the end of the financial year. For some industries and asset types, longer retention may be advisable, but 5 years is the minimum statutory period for general accounting documentation.

To comply and stay organised, structure your archive in e-conomic around:

• Financial year – e.g. 2024, 2025, 2026
• Document type – purchase invoices, sales invoices, credit notes, expense receipts
• VAT period – monthly, quarterly, or half-yearly, depending on your VAT registration

A practical structure for purchase invoices could be:

• Purchase invoices > 2025 > Q1 > Domestic
• Purchase invoices > 2025 > Q1 > EU (Reverse charge)
• Purchase invoices > 2025 > Q1 > Non-EU (Import VAT)

This makes it easy to reconcile your scanned invoices with your Danish VAT return, especially when dealing with 25% standard VAT, zero-rated transactions, and reverse charge services from abroad.

Linking naming and tagging to VAT treatment

Because the standard VAT rate in Denmark is 25% and there are no reduced VAT rates, correct VAT classification depends heavily on the nature of the expense and the supplier location. Good naming and tagging help you and your accountant quickly identify:

• Invoices with fully deductible 25% VAT (e.g. most B2B purchases used exclusively for business)
• Invoices with non-deductible or partially deductible VAT (e.g. certain meals, representation, mixed private/business use)
• Invoices from EU suppliers where reverse charge applies (you must both calculate output VAT and claim input VAT if deductible)
• Invoices from non-EU suppliers where import VAT is settled via customs or postponed accounting

Consider adding a short VAT code in the file name or tag, such as:

• DK25 – domestic purchase with 25% VAT
• RC-EU – EU service with reverse charge
• IMP – import of goods with import VAT
• EXEMPT – VAT-exempt purchase

This helps ensure that the VAT codes you assign in e-conomic match the actual transaction type and can be easily checked during VAT audits.

Ensuring searchability and quick retrieval

When your business grows, you may have thousands of scanned invoices in e-conomic. To find documents quickly, make sure your naming and tagging support the most common search criteria:

• Supplier name – always write it consistently (avoid multiple spellings)
• Invoice number – exactly as on the invoice, without extra characters
• Date – always use the same format (YYYY-MM-DD)
• Project or department – use the same abbreviations across the company

Before you roll out a naming and tagging policy, agree on a simple standard with everyone who uploads invoices (employees, bookkeepers, external accountant) and document it in a short internal guideline.

Archiving scanned invoices and original documents

In Denmark, electronic storage of invoices is fully accepted, provided the documents are complete, readable, and accessible for the entire retention period. When you scan paper invoices into e-conomic:

• Ensure the scan is clear, with all amounts, VAT, supplier details, and dates visible
• Scan both sides if relevant information is printed on the back
• Check that the full invoice is captured (no cut-off edges or missing pages)

Once the invoice is securely stored in e-conomic and your internal procedures ensure that the electronic copy is reliable and backed up, many Danish companies choose not to keep the paper originals. However, if your industry is heavily regulated or you have specific contractual obligations, consult your accountant before destroying paper documents.

Backup, access control, and GDPR aspects

Scanned invoices often contain personal data (names, addresses, phone numbers, sometimes CPR numbers). Under GDPR and Danish data protection rules, you must:

• Limit access in e-conomic to users who actually need the invoices for their work
• Use role-based access so that employees only see invoices relevant to their department or responsibility
• Ensure that backups and exports of invoices are stored securely and encrypted where appropriate

When naming and tagging invoices, avoid including sensitive personal data in file names or tags (for example, never include CPR numbers). Use customer or employee IDs instead if you need to identify individuals in your internal system.

Internal procedures and collaboration with your accountant

To get the most out of e-conomic, define a simple, written procedure for naming, tagging, and archiving scanned invoices, and share it with your Danish accountant. Include:

• Who is responsible for scanning and uploading invoices
• Which naming convention must be used
• Which tags and dimensions must be applied for specific cost types
• How to handle foreign currency and cross-border invoices
• How and when to archive and lock periods after VAT reporting and year-end closing

When your accountant has direct access to well-structured, clearly named and tagged invoices in e-conomic, they can prepare VAT returns, annual reports, and tax filings faster and with fewer questions back to you. This reduces costs and helps ensure full compliance with Danish bookkeeping and VAT rules.

Data security and GDPR considerations when scanning and storing invoices in Denmark

When you scan and upload invoices to e-conomic in Denmark, you process personal data and accounting data that are strictly regulated by the GDPR and Danish bookkeeping rules. Proper setup protects your business from fines, data leaks and rejected bookkeeping records during a tax inspection.

What counts as personal data on invoices

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

• Names and contact details of sole traders, freelancers and private customers
• Private addresses used as invoice or delivery addresses
• Bank account numbers and payment references linked to identifiable persons
• VAT numbers (CVR/CPR for sole proprietors) that can identify an individual

Because of this, every scanned or imported invoice in e-conomic must be handled as personal data and protected accordingly.

Legal basis and data controller responsibilities

Under the GDPR, you need a legal basis for processing personal data. For invoices in Denmark, the legal basis is typically:

• Article 6(1)(c) GDPR – processing is necessary to comply with a legal obligation (Danish bookkeeping and tax rules)
• Article 6(1)(b) GDPR – processing is necessary for the performance of a contract with your customer or supplier

Your company is the data controller for all invoice data in e-conomic. Visma e-conomic A/S acts as a data processor. You must have a written data processing agreement (DPA) with e-conomic that describes security measures, sub‑processors, data locations and retention.

Storage location and data transfers outside the EU/EEA

When choosing how to store scanned invoices, you must know where the data is physically and legally located. Under the GDPR:

• Storing invoices on servers within the EU/EEA is allowed if appropriate security is in place
• Transfers outside the EU/EEA (for example to the US) require an approved transfer mechanism, such as the EU–US Data Privacy Framework or standard contractual clauses

Before connecting e-conomic with third‑party scanning apps or cloud storage (for example, external OCR tools or document archives), check their data hosting locations and whether they offer a valid transfer basis for any non‑EU/EEA processing.

Retention periods: how long you must keep scanned invoices

Under the Danish Bookkeeping Act, you must store accounting records, including scanned invoices and related documentation, for 5 full financial years after the end of the financial year they relate to. For example, invoices from the 2024 financial year must normally be kept until at least the end of 2029.

Because this legal obligation overrides the “right to erasure” for that period, you generally cannot delete invoices earlier, even if a customer asks you to, as long as the data is needed to meet your bookkeeping and tax obligations.

After the mandatory retention period expires, you should delete or anonymise invoice data that is no longer needed, following a documented deletion policy.

Security measures when scanning and uploading invoices

As data controller, you must implement “appropriate technical and organisational measures” to protect invoice data. In practice, this means at least:

• Secure user access – enable strong passwords and, where available, two‑factor authentication for e-conomic users
• Role‑based permissions – grant access only to employees and accountants who actually need to see invoices
• Encrypted transmission – use secure connections (HTTPS/TLS) when uploading invoices or sending them via email‑in functions
• Secure devices – protect scanners, multifunction printers, PCs and mobile phones with PINs, passwords and up‑to‑date security software
• Secure email – if you forward invoices by email, use business email accounts with spam and phishing protection and avoid public Wi‑Fi without VPN

For physical documents, lock paper invoices in cabinets or rooms with controlled access until they are scanned and securely destroyed.

Using email‑in and Smart Inbox in a GDPR‑compliant way

When you use e-conomic’s email‑in address or Smart Inbox, invoices are processed automatically. To stay compliant:

• Limit who knows and uses the email‑in address to avoid unsolicited or irrelevant personal data
• Do not use the invoice email address for general correspondence – keep it strictly for invoices and accounting documents
• Regularly review Smart Inbox for misdirected emails and delete items that are clearly not accounting documentation

Make sure your privacy notice informs customers and suppliers that invoices may be processed in e-conomic and by integrated scanning tools.

Access for your accountant and external service providers

If you grant your external accountant or bookkeeping firm access to e-conomic, they will usually act as an independent data controller for the work they perform, or as a data processor depending on your contract. In both cases you must:

• Sign a written agreement that regulates data protection responsibilities
• Ensure they comply with the GDPR and Danish bookkeeping rules
• Limit their e-conomic user rights to the functions they actually need

For other IT suppliers (for example, scanning software vendors or integration partners), you typically need a data processing agreement that meets GDPR Article 28 requirements.

Data minimisation and redaction of sensitive information

The GDPR requires you to collect and store only the data that is necessary. When scanning invoices:

• Avoid adding extra documents with health data, trade union membership or other special categories of data unless legally required
• Where possible, ask suppliers not to include unnecessary personal details on invoices
• If an invoice accidentally contains highly sensitive information, consider redacting it before storing the final version, while keeping enough information to meet bookkeeping requirements

Rights of data subjects and how to handle requests

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

• You must be able to identify which invoices contain their data and provide a copy on request, unless legal restrictions apply
• You can correct obvious errors in master data (for example, a misspelled name or address) in your customer or supplier records
• You may refuse or limit erasure requests if the data is still needed to comply with the Danish 5‑year bookkeeping retention requirement

Document how you handle such requests and how invoice data in e-conomic is included in your overall GDPR procedures.

Incident response and data breaches

If invoice data in e-conomic or in your scanning process is exposed, lost or accessed by unauthorised persons, this may be a personal data breach. You must:

• Assess the risk to affected individuals (for example, risk of identity theft or financial fraud)
• Document the incident and your response measures
• Notify the Danish Data Protection Agency without undue delay and, if required, within the legal deadline if the breach is likely to result in a risk to individuals’ rights and freedoms
• Inform affected individuals when the risk is high

Good access control, encryption and secure deletion routines reduce both the likelihood and the impact of breaches.

By combining correct retention periods, clear access rights, secure scanning workflows and proper agreements with e-conomic and other providers, you can scan and store invoices in Denmark in a way that is both efficient and fully compliant with the GDPR and Danish bookkeeping law.

Integrating scanners and multifunction printers directly with e-conomic

Connecting your scanner or multifunction printer (MFP) directly with e-conomic can save a significant amount of time in Danish bookkeeping. Instead of downloading files, renaming them and uploading manually, you can send documents straight from the device into your e-conomic Smart Inbox, where they are processed by OCR and prepared for posting.

Ways to integrate scanners and MFPs with e-conomic

In practice, there are three main ways to connect scanners and MFPs with e-conomic:

• Using the unique Smart Inbox email address for your e-conomic agreement
• Using a shared scanning email (e.g. scan@yourcompany.dk) that forwards to e-conomic
• Using a cloud connector or app from the device manufacturer (if available)

The simplest and most robust method for most Danish companies is to use the Smart Inbox email address, because it works with almost all modern scanners and MFPs and does not require custom development.

Setting up your device to send directly to Smart Inbox

Every e-conomic agreement has a dedicated Smart Inbox email address. You can find it in your e-conomic settings and use it as the destination for scanned invoices and receipts. The basic setup on most devices looks like this:

1. Log in to the web interface of your scanner or MFP as an administrator
2. Open the address book or scan-to-email settings
3. Create a new contact with a clear name, for example “e-conomic invoices”
4. Paste your Smart Inbox email address as the recipient
5. Set the default file format to PDF and choose a suitable resolution (usually 200–300 dpi)
6. Save the settings and test by scanning a sample invoice

For most Danish bookkeeping workflows it is best to create at least two presets on the device: one for purchase invoices and one for other documents (for example contracts or delivery notes). This helps you and your accountant quickly distinguish the type of document once it appears in Smart Inbox.

Recommended scanner settings for Danish bookkeeping

To ensure that e-conomic’s OCR can read your invoices correctly and that you comply with Danish bookkeeping rules, adjust your scanner or MFP to:

• File format: PDF (preferably PDF/A if available). Avoid JPG for multi-page invoices.
• Resolution: 200–300 dpi. Lower resolutions reduce OCR quality; higher ones create unnecessarily large files.
• Colour mode: Black and white or greyscale is usually sufficient for invoices; use colour only when necessary (for example, documents with coloured stamps or annotations).
• Page size: A4 as default, with automatic detection for other formats where possible.
• Multi-page handling: Enable duplex scanning and automatic page feed for multi-page invoices.

These settings help you keep file sizes under control while still meeting the documentation requirements of the Danish Tax Agency (Skattestyrelsen) and ensuring that invoices remain legible for the full retention period.

Using a shared scanning email address

If your device does not allow you to enter the Smart Inbox address directly, or if you want more control over incoming scans, you can set up a shared email address such as scan@yourcompany.dk. Configure your scanner to send all documents to this address, and then create an automatic rule in your email system to forward all messages to your Smart Inbox email.

This approach has several advantages:

• Employees can see what has been scanned and re-send documents if needed
• You can keep a separate email archive of all scanned documents
• You can create different rules for different types of documents (for example, forwarding only supplier invoices to e-conomic)

Manufacturer apps and cloud connectors

Some scanner and MFP manufacturers offer cloud connectors or apps that can integrate with accounting systems. While there may not always be a direct “e-conomic” button on the device, you can often:

• Use a generic “scan to email” or “scan to cloud” function and enter the Smart Inbox address
• Use a cloud storage service (for example OneDrive or SharePoint) as an intermediate step and then connect that storage to e-conomic via a third-party integration

When choosing a new device for your Danish company, it is worth checking whether the manufacturer supports secure scan-to-email with modern authentication methods, as this is usually the most reliable way to connect with e-conomic.

Security, GDPR and access control

Invoices and receipts contain personal data and business-sensitive information, so the way you integrate your scanner with e-conomic must comply with GDPR and Danish bookkeeping legislation. When configuring your devices:

• Ensure that outgoing email from the scanner uses encrypted transmission (TLS)
• Restrict access to the address book on the device so that only authorised employees can change the Smart Inbox address
• Protect the device itself with user codes or secure login, especially in shared offices
• Regularly review who has access to the shared scanning email and to the e-conomic agreement

Because e-conomic stores documents in the EU and is designed to meet Danish retention requirements, sending invoices directly from your scanner into Smart Inbox is generally a compliant solution, provided that your internal access control and device security are properly configured.

Practical tips for a smooth workflow

To get the most out of your direct integration between scanners, MFPs and e-conomic, consider the following best practices:

• Place a short instruction next to the device explaining which preset to use for supplier invoices, which for receipts, and which for other documents
• Agree internally that all supplier invoices received on paper are scanned on the same day and sent to Smart Inbox
• Ask suppliers in Denmark and other EU countries to send invoices as PDF by email whenever possible, and reserve scanning for exceptional cases
• Coordinate with your accountant so they know which documents arrive via Smart Inbox and how they are named

With a well-configured scanner or MFP and clear internal routines, uploading invoices to e-conomic becomes a largely automated process, reducing manual work, errors and the risk of missing deductible VAT or expenses in your Danish accounts.

Working with your accountant: granting access and sharing scanned invoices in e-conomic

Collaborating efficiently with your accountant in e-conomic is essential if you want your scanned invoices to be booked correctly, on time and in full compliance with Danish rules. Below you will find practical guidance on how to grant access, control permissions and share scanned invoices and supporting documents in a secure and structured way.

Granting your accountant access to your e-conomic agreement

To allow your accountant to work directly in your e-conomic system, you must first grant access to your agreement. In most cases, Danish accounting firms already use an e-conomic partner login, which makes the process straightforward:

1. Make sure your company details in e-conomic (CVR number, address and contact person) are correct and up to date.
2. Ask your accountant for their e-conomic partner ID or email address used for e-conomic.
3. In your e-conomic agreement, invite the accountant as an external user or connect to their partner agreement, depending on your subscription.
4. Confirm which modules they need access to (Accounting, Purchases, Smart Inbox, Reports, VAT statements, etc.).

This setup allows your accountant to log in securely and work directly with your scanned invoices, instead of exchanging files by email or USB, which is less secure and harder to track.

Setting user roles and permissions for secure collaboration

When you give your accountant access, it is important to define clear user roles and permissions. This helps you comply with Danish bookkeeping and data protection rules while keeping control over who can approve, post and pay invoices.

Typical permission settings for an external accountant include:

• Full access to the accounting module, including journals, chart of accounts and VAT codes (standard Danish VAT rate 25% and any reduced or exempt transactions relevant to your business).
• Access to the Purchases module, including supplier cards, purchase orders and scanned invoices in Smart Inbox.
• Read-only access to bank accounts and payment modules if you want the accountant to prepare, but not approve, payments.
• Access to reports, VAT statements and period closings so they can handle your periodic VAT reporting to Skattestyrelsen and annual financial statements.

You can restrict access to sensitive areas such as payroll integrations or limit the ability to create new users. This ensures that the accountant can work efficiently with your scanned invoices, while you retain overall control of the system.

Sharing scanned invoices through Smart Inbox and document archive

Once access is set up, your scanned invoices become available to your accountant directly in e-conomic. The most efficient workflow usually looks like this:

1. You or your team scan paper invoices or forward PDF invoices to your unique Smart Inbox email address in e-conomic.
2. Smart Inbox receives the documents, runs OCR and suggests supplier, amounts, VAT and accounts.
3. Your accountant logs in, reviews the scanned invoices, corrects any OCR errors and completes the accounting entries.
4. Each invoice is posted and automatically stored in the document archive, linked to the relevant journal entry, supplier and, if used, project or department dimension.

This way, you do not need to send invoices separately to your accountant. Everything is stored centrally, and both you and your accountant can see the same scanned document attached to the same booking.

Defining responsibilities: who does what with scanned invoices?

To avoid confusion and missed deadlines, agree clearly with your accountant who is responsible for each step in the process. For example:

• You scan or forward all supplier invoices, receipts and credit notes to Smart Inbox on an ongoing basis, ideally as soon as you receive them.
• Your accountant reviews the Smart Inbox queue, assigns accounts, VAT codes and dimensions, and posts the invoices to the ledger.
• You approve payments and manage cash flow, while the accountant may prepare payment files or bank reconciliations.
• Your accountant uses the posted invoices to prepare VAT returns, management reports and year-end accounts.

Clear division of tasks ensures that all scanned invoices are processed before Danish VAT deadlines and that your bookkeeping remains up to date and audit-ready.

Using comments and notes to clarify scanned invoices

Not every invoice is self-explanatory. For expenses such as mixed-use purchases, travel, representation or subscriptions, your accountant may need extra information to apply the correct VAT treatment and account classification.

Instead of sending separate emails, you can:

• Add a short note directly on the scanned invoice or the related entry (for example: “Client lunch – 50% VAT deductible” or “Private share 20% – please split”).
• Use internal comments to explain which project, department or cost center the invoice relates to.
• Upload additional supporting documents, such as contracts or delivery notes, and link them to the same transaction.

This gives your accountant the context they need to book the invoice correctly under Danish tax rules, without time-consuming back-and-forth communication.

Ensuring compliance with Danish bookkeeping and retention rules

Danish law allows invoices to be stored electronically, provided that the documents are complete, readable and accessible for the entire retention period. Your accountant will typically help you ensure that your e-conomic setup meets these requirements, but you remain responsible as the company.

Key points to keep in mind:

• All scanned invoices must show the mandatory invoice information required under Danish VAT law, including supplier name, CVR number, invoice date, invoice number, description, net amount, VAT amount and total.
• Invoices and accounting records must generally be kept for at least 5 years for VAT purposes, and often longer for company law and tax documentation. Your accountant can advise on the exact periods relevant to your business type.
• The scanned image must be of sufficient quality to be readable by Skattestyrelsen in case of audit. Blurry or incomplete scans should be replaced with a better copy.
• All documents must be stored in a way that prevents unauthorised changes. In e-conomic, posted entries with attached documents form a secure audit trail.

By letting your accountant work directly in e-conomic with your scanned invoices, you reduce the risk of missing documents, incorrect VAT treatment or incomplete audit trails.

Data protection, GDPR and access control for accountants

When you share scanned invoices with your accountant, you also share personal data, such as names, addresses, bank details or salary-related information contained in invoices or attachments. Under GDPR, you are the data controller and your accountant is typically a data processor.

To stay compliant:

• Ensure there is a written agreement with your accountant covering data processing and confidentiality.
• Use individual logins for each person at the accounting firm who accesses your e-conomic data; do not share passwords.
• Regularly review user access and remove access for people who no longer work with your company.
• Use e-conomic’s built-in security features, such as two-factor authentication where available, to protect access to scanned invoices and financial data.

Your accountant can help you design a workflow that respects Danish data protection rules while still giving them the access they need to handle your bookkeeping efficiently.

Optimising your workflow with your accountant

Once the basic setup is in place, you can continuously improve how you and your accountant work with scanned invoices in e-conomic. Consider:

• Agreeing fixed days each week or month when the accountant processes all new scanned invoices.
• Using standard posting templates for recurring suppliers so that scanned invoices are booked consistently.
• Setting up automatic rules in Smart Inbox to recognise frequent suppliers and suggest the correct account and VAT code.
• Reviewing reports together to ensure that all scanned invoices are booked before VAT and tax deadlines.

A well-structured collaboration with your accountant, based on shared access to scanned invoices in e-conomic, saves time, reduces errors and ensures that your Danish bookkeeping and VAT reporting remain fully compliant.

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 you received 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. If there is an option, add information about the invoice.
7. Click "submit" to see the invoice in e-conomic.