Purchase invoices for hotels
Process hotel purchase invoices digitally, without retyping
STRYK receives supplier invoices as XRechnung and Factur-X, checks them and prepares them to be entered as payables invoices. You decide on approval and payment.
- Receives XRechnung (UBL/CII) and Factur-X
- No automatic approval, no automatic payment
- Paper invoices with the original attached
In short
Processing purchase invoices digitally means a supplier invoice arrives as a structured file and nobody retypes it. STRYK receives XRechnung (UBL/CII) and Factur-X, checks the file and, once it passes, enters it as a payables invoice. Invalid documents are held back. Your team handles approval and payment. The function is included in the core price of base fee plus amount per room, with no fee per invoice.
Updated
What supplier invoices cost you in time
When the kitchen, the drinks supplier and maintenance send invoices every month, paying them takes little time. Everything before that is what costs you.
- Today
The drinks invoice went to the purchasing address, the laundry invoice to reception and the maintenance invoice to the owner's inbox. At month end you search three folders and two inboxes until your accountant has the documents.
With STRYKChecked e-invoices appear as payables invoices under purchase documents. You enter paper and PDF invoices there by hand and attach the original. Your back office works from one list.
Read more - Today
The supplier chases an invoice you have already paid. Or the other way round: the same meat invoice exists once as a PDF attachment and once as a paper copy, and both end up in the payment pile.
With STRYKEach invoice you import is an entry with a status. Before approval you can see what has already been recorded for that supplier. Checking for duplicates remains your job at approval.
Read more - Today
An e-invoice arrives as an XML file that nobody can read. Accounting does not open it, asks for a PDF instead and retypes the amount, date and invoice number.
With STRYKSTRYK reads XRechnung (UBL/CII) and Factur-X itself and shows the result as an ordinary invoice. The content of the file is checked before a payables invoice is created. Nothing is retyped.
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Tuesday in the back office: four suppliers, one invalid file
An example from a hotel with 30 rooms. The bookkeeper works on purchase invoices twice a week, and the owner approves them.
Review new e-invoices
Four suppliers have sent e-invoices: drinks, laundry, coffee service and maintenance. The bookkeeper brings the files into purchase documents. Documents that pass the check are ready to be entered.
Spot an invalid file
The coffee service invoice fails the check and is held back. The bookkeeper sees this before anything is posted. She asks the supplier for a corrected file.
Enter as payables invoices
The bookkeeper enters the three checked invoices as payables invoices. Supplier, invoice number, date and amounts come from the file. She does not have to retype anything.
The owner approves
The owner checks the amounts against the delivery note and the order, and approves what is correct. STRYK does not make any payment. The team sends the transfer through the bank as before.
Import the bank statement
In the afternoon the bookkeeper uploads the bank statement as CAMT.053. For the debits for drinks and laundry, STRYK suggests open invoices that might match. She confirms each match herself.
Send the month's documents to the accountant
The journals go to the accountant as DATEV, BMD, CSV or Excel, with a document package if you wish. The accountant receives the invoices that were checked in the system.
What STRYK handles for purchase invoices
The process runs from the file to the accountant. For each function, it is clear where your team takes over.
Receive and check e-invoices
STRYK accepts purchase invoices as XRechnung (UBL/CII) and Factur-X and checks the file. Documents that fail the check are held back. You enter paper and PDF invoices by hand in the same area, with the original attached.
Read moreEntered as a payables invoice
Once the check is passed, the e-invoice becomes a payables invoice. Data that is already in the file does not have to be entered again. Approval and payment explicitly stay with your team.
Read moreBank import for matching
You import bank statements as CAMT.053 (as well as CAMT.052/054) or CSV. STRYK suggests matches to open invoices. There is no direct bank connection; the import is a file import.
Read moreMonthly journal for your accountant
The monthly handover is a DATEV, BMD, CSV or Excel journal, optionally with a document package. The audit archive supports retention in line with the periods in Austria (7 years) and Germany (10 years).
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Purchase invoices with and without a connected system
On the left, the route of a supplier invoice across inboxes and desks. On the right, the same route in STRYK. Approval and payment stay with your team in both columns.
| Task | Inbox, folders, retyping | With STRYK |
|---|---|---|
| Receive invoices | Paper, PDF attachments and XML files from several inboxes and from reception. | XRechnung and Factur-X are received and checked. You enter paper and PDF invoices by hand, with the original attached. |
| Record data | Supplier, number, date and amounts are typed by hand into a spreadsheet or accounting software. | The data comes from the checked file and goes into the payables invoice. |
| Faulty file | Often only noticed when posting or at the accountant. | Invalid documents are held back before a payables invoice is created. |
| Approval | The invoice travels on paper from desk to desk, or by email forwarding. | Approval stays with your team. STRYK approves nothing automatically. |
| Payment | Transfer in online banking. | No change. STRYK makes no payments and is not connected to your bank account. |
| Bank reconciliation | The bank statement and the invoice list are laid side by side. | Import the bank statement as a file, then confirm or change the matching suggestions. |
| Month end with the accountant | Folders, email attachments and an Excel list at month end. | Journal as DATEV, BMD, CSV or Excel, on request with a document package. |
One price that grows with your property
Processing purchase invoices is part of the finance functions in the core price. There is no fee per invoice and no extra licence for back office users, because the number of users is unlimited.
Pricing in detail€59 base fee + €6 per room or unit per month
Example with 30 rooms€239per month
- 14-day free trial
- No setup fee
- Personal onboarding
Net prices, annual billing. 20% off the base fee in the first contract year.
How to start with purchase invoices in STRYK
You change your invoice process step by step. Existing suppliers keep sending invoices as before until you switch.
Ask suppliers which format they use
Check with your back office which suppliers already send XRechnung or Factur-X. Large suppliers in drinks wholesale and catering supply often switch earlier than small trade businesses.
Set it up together with us
Setup is included in the core price. We talk through how invoices move through your hotel today and set STRYK up to match.
Start with a handful of invoices
In the first month, run e-invoices from just two or three suppliers through STRYK. Your team learns checking, entering and approval with real documents.
Agree the format with your accountant
Ask your accountant whether they want DATEV, BMD or a CSV journal. The handover runs monthly, optionally with a document package.
Frequently asked questions
Which e-invoice formats can STRYK receive?
STRYK receives XRechnung in the UBL and CII syntaxes as well as Factur-X. Other formats are not covered by this function. The file is checked before a payables invoice is created from it.
What happens to a faulty e-invoice?
It is held back and not entered as a payables invoice. Your team sees that the check failed and can ask the supplier for a corrected file. Posting only happens after that.
Is an invoice paid automatically?
No. STRYK does not approve any invoice automatically and does not make any payment. You or your team handle approval and the transfer. There is no connection to your bank account either.
How do paper or PDF invoices get into the system?
By hand. Under Accounting → Payments → Purchase documents you enter the supplier, document number, date and amounts and upload the original as an attachment. Entering without retyping applies only to XRechnung and Factur-X.
How do suppliers send their e-invoices to STRYK?
As a file in XRechnung (UBL/CII) or Factur-X format. Ask your suppliers to send the structured file, not just a PDF. We set up with you, during setup, the route by which the files reach your purchase documents.
Does my accountant receive the documents?
Yes. The monthly handover is a DATEV, BMD, CSV or Excel journal, with a document package on request. You agree the format with your accountant.
Who posts purchase invoices in the financial accounts?
Your accountant. STRYK enters the checked invoice as a payables invoice and passes it on in the monthly journal. The balance sheet and annual accounts remain with your accountant.
Show us your pile of invoices
We will talk through which of your suppliers send e-invoices and what the route to your accountant looks like in STRYK. Send an enquiry to start a 14-day trial.