Date: 03.12.2025 (2025-12-03)
Lukas Kossol (03.12.2025)
• Agenda:
• Demo you the product with some of your invoices incl. export to the Excel template → how to GoLive?
• Discuss the Coupa product / demo
• Discuss how we can support you with monthly closing (mainly reconciliation)
• Understanding Questions:
• Look at Excel → where is the data coming from? What is from supplier meta data? Can we access that?
• Add link to invoice to Excel as well → so they can open and check it.
• How do we integrate this with Datev? Where do we have to put it?
• Absolut-System 2.pdf: account: 590009 va. 590001 - which one is correct?
• -> depends on the contract -> either consulting or production -> probably
• -> unclear what the Konto is
• -> send him the questions
• How to handle EPFL.pdf? No invoice number etc.
• 4.9.pdf: how do they book Deel? Which account?
• COMSOL invoice: is it Swiss to Swiss or Swiss to GER (despite the CH address)
• Asks / Discussion:
• What do they want to see in the next step? What did they do with the other startup? We were thinking about allowing them to forward their invoices via email.
• Can we somehow get the ground truth data for their bookings for each example invoice?
• What type of invoices do they have that do not come via PDF? (e.g. when you have to download it from a portal or sth.)
• Did they have the Coupa meeting already? Which features will they use? (how can we intervene here?)
• Can we spec supplier communication in more detail?
• Ask for four most complex supplier contracts so we can analyse them (best case one of them scanned)
• Reconciliation: what would we have to implement? Can we somehow test reconciliation?
• What about document management? Would be just interesting as we are handling POs, GR and supplier contracts → some elements might be interesting.
• -> Document mainly via document management system
• (What does he think about allowing expense invoices to be sent via Slack? incl. Slack reminders)
• (Can we get GDPDU export? For analysis and reconciliation! or other file that has all Einzelbuchungen)
• (What about CF management?)
Their Tools:
• Coupa: procurement & supplier manager
• Rydoo: expense management
• Datev
• Vena: FPNA; reporting & controlling
• Slack
• Google workspace (also Cloud Computing)
• ChatGPT
Notes:
• Scope: centralised place where all data is stored -> get invoices, bank data from different systems, etc. to check everything
• Check double bookings
• Biggest challenge: connection to Datev - they are very slow
• Datev API is super difficult -> maybe more complex as thought
• Integration with Datev:
• Webhook is new -> how to integrate?
• API:
• KR Export -> you can download scheduled Excel -> they have not a Datev license -> it is via Deloitte -> no direct contact to Datev (complex via Deloitte) -> long term they want their own POC
• n8n: did not check Datev integration via them
• Process is moving forward:
• Integration to Datev is a big bottleneck
• Vena is launched in JAN -> closing via them
• Within 3 months they want sth. tangible
• Other company: 6 months maximum; they work with them 2,5 months
• Rydoo, Travelperk, Coupa (for larger purchases), Highbop (HR), Vena (FP&A) -> aggregate in one tool -> that is their vision from them
• AP automation: most difficult is Datev integration -> bare minimum
• They want to see if that works
• Coupa:
• It is too large for them -> they can scale well with it
• Purchasing, inventory, warehousing -> you know which step is done when -> high compliance (auditing log)
• Warehousing is important
• CC feature (not used because of other tool that is better)
• Core function: POs, approvals, GRs zuordnen, Pre-Accounting (they have Datev integration)
• Supplier management:
• Daten
• He is not super deep -> payment terms, Lieferadressen, shipment adresssen -> Hauptpunkte
• They start using it now
• Send them a login to check the quality of the predictions
• With the other company:
• They forward email with comment (e.g. already paid) -> relevant for pre-accounting
• Setup for Proxima
• Maesn:
• Files: upload PDFs to Datev -> good for doublechecking and review
• Expenses: TBD
• If we manage that we are a step ahead
•