How accurate is your invoice data extraction?

Our AI achieves 99.9% accuracy using advanced OCR and validation. This is significantly higher than manual data entry (typical accuracy: 96-98%) and eliminates costly typos in financial data. For complex documents, our confidence scoring system flags fields that may need human review.

Is my invoice data encrypted?

Yes. All extracted data is encrypted with AES-256-GCM (bank-grade encryption) before storage. Additionally, original files are never stored — they're processed and deleted immediately for maximum security. This dual-layer approach minimizes data breach risk.

Can I upload multiple invoices at once?

Yes! Our batch upload feature allows you to process 100+ documents simultaneously. The system includes smart recovery, so your progress is saved even if you close your browser. This is 70% faster than sequential uploads and perfect for month-end invoice processing.

What file formats do you support?

We support PDF, JPEG, PNG, TIFF, Excel (.xlsx), and Word (.docx). Our OCR works on scanned documents, photos from mobile devices, and digital files. Maximum file size: 20MB per file. Multi-page PDFs are fully supported with automatic page detection.

Is there a free trial?

Yes! We offer a 14-day free trial with no credit card required. You get full access to all features including batch upload, AI normalization, PII redaction, and API access. Cancel anytime during the trial with no charges. After the trial, choose from our flexible pricing plans starting at $29/month.

GDPR Compliance for Invoice Processing: Complete Checklist 2025

WARNING

GDPR Fines Are Serious

Non-compliance can cost up to €20 million or 4% of annual revenue, whichever is higher.

Use this checklist to ensure your invoice processing is fully compliant.

What Personal Data Is in Invoices?

Under GDPR, invoices often contain personal data that must be protected:

• Customer names (individuals or sole proprietors)
• Addresses (billing and shipping)
• Email addresses and phone numbers
• VAT numbers (linked to individuals)
• Bank account details (for payment)
• Purchase history (line items reveal behavior)

If you process invoices from EU residents, you're a data controller and must comply with GDPR.

GDPR Compliance Checklist

1. Legal Basis for Processing

You must have a lawful basis to process invoice data. For B2B invoices, this is typically:

• Contract performance: Processing invoices is necessary to fulfill the contract
• Legal obligation: Tax laws require invoice retention (6-10 years depending on country)

2. Data Minimization

Only collect and store data necessary for invoicing:

Required: Invoice #, vendor, date, total, line items
Avoid: Social security numbers, credit card full numbers, unnecessary contact info

TIPBest Practice:

If extracting invoice data with OCR, configure your system to exclude fields not required for accounting (e.g., customer IDs, notes).

3. Encryption & Security

Protect invoice data with appropriate technical measures:

At Rest

• AES-256 encryption for stored PDFs
• Encrypted database fields
• Access controls (role-based)

In Transit

• TLS 1.3 for all connections
• Secure email (S/MIME or PGP)
• SFTP for file transfers

Quixyl Security:

Quixyl uses AES-256 encryption, TLS 1.3, and infrastructure following SOC 2 principles. All invoice data is encrypted at rest and in transit.

4. Data Retention & Deletion

Invoices must be retained for tax purposes but deleted when no longer needed:

• Minimum: 6-10 years (check local tax laws)
• Maximum: Delete after legal retention expires
• Right to erasure: May not apply during legal retention period

Important:

Implement automated deletion policies. Manual deletion is error-prone and creates compliance risk.

5. Data Processing Agreements (DPAs)

If using a third-party invoice processor (like Quixyl), you must have a DPA that specifies:

• Processing purpose and duration
• Data security measures
• Sub-processor disclosure
• Data breach notification procedures
• Audit rights

View Quixyl's Standard DPA

6. Data Subject Rights

You must be able to respond to these requests within 30 days:

• Access: Provide copies of all invoices containing their data
• Rectification: Correct errors in invoice data
• Portability: Export invoice data in machine-readable format (CSV, JSON)
• Erasure: Delete after legal retention period expires

7. Breach Notification

If invoice data is exposed, you must:

• Notify supervisory authority within 72 hours
• Notify affected individuals if high risk to rights
• Document the breach in your records
• Implement measures to prevent recurrence

8. Audit & Documentation

Maintain records to prove compliance:

• Data processing activities register
• DPAs with all processors/sub-processors
• Security policies and procedures
• Employee training records
• Data breach incident log

Country-Specific Requirements

Invoice Retention Periods (EU)

• Germany: 10 years
• France: 6 years
• UK: 6 years
• Spain: 6 years

• Italy: 10 years
• Netherlands: 7 years
• Poland: 5 years
• Sweden: 7 years

Note: Always retain for the longest applicable period if processing invoices across multiple countries.

Process Invoices Securely with Quixyl

Quixyl is designed for GDPR requirements with security practices aligned with SOC 2 principles, AES-256 encryption, and standard DPAs.

EU data centers available
Automated retention policies
Data subject request portal
Audit logs & compliance reports

Start Free Trial View Security Details

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GDPR Compliance for Invoice Processing: Complete Checklist 2025 | Quixyl