Automatic X-Invoice Processor - Online Help
Comprehensive documentation of all functions and settings

1 Introduction

1.1 What is Automatic X-Invoice Processor?

Automatic X-Invoice Processor processes electronic invoices (e-invoices) automatically: the program monitors folders for new invoice files, reads the structured invoice data, and then runs the tasks you have configured - for example renaming and filing by invoice data, converting to a readable PDF, printing, sending by email, saving to a SQL Server database, or exporting a DATEV posting batch.

Supported formats:

Format Variants
ZUGFeRD / Factur-X Versions 1.0 to 2.5, all profiles (PDF with embedded XML as well as plain XML)
XRechnung All versions, both syntaxes: UN/CEFACT CII and UBL
EN 16931-compliant invoices e.g. Peppol BIS Billing

1.2 How it works

Processing is organized in profiles. A profile defines:

  1. Monitored folders - where new invoice files arrive (see chapter 8.8)
  2. Mode - which file type is processed: XML, PDF, or “extract XML from PDF” (see chapter 8.7)
  3. Filter - which invoices the profile processes, e.g. only certain suppliers (see chapter 30)
  4. Tasks - what happens to each matching invoice (see chapters 9 to 21)

The actual processing is done by a background process. New files are processed as long as the program is running - including minimized or moved to the notification area; the main window does not have to be visible for that (see chapter 60.1).

1.3 The main window

Main window with profile toolbar, profile list, log toolbar, log list, and status bar

From top to bottom, the main window consists of the following areas:

Area Description
Main menu Program-wide functions such as options, license, help, backups (see chapter 2)
Profile toolbar Create, edit, duplicate, catch up, activate/deactivate profiles (see chapter 3)
Profile list All processing profiles with status and key data (see chapter 4)
Log toolbar Filter, search, and export the processing log (see chapter 5)
Log list Processing log with tabs (see chapter 6)
Status bar Status information and the Check now button (see chapter 7)

1.4 Getting started

As long as no profile exists, the main window shows a getting-started card in place of the log list, with the two steps to your first automatic invoice processing and the Set up demo button.

Getting-started card in the main window when the profile list is empty

Set up demo creates a demo folder with sample invoices under “Documents” and adds two sample profiles - so you can try the program immediately with harmless test data (see chapter 50.3).

1.5 Keyboard shortcuts

The following keyboard shortcuts are available in the main window:

Key Function
F1 Opens the online help
F5 Check now, or cancel a running processing cycle (same as the status bar button, see chapter 7.3)
Ctrl+N Create a new profile
Ctrl+E or Enter Edit the selected profile
Ctrl+D Duplicate the selected profile
Del Remove the selected profiles (with confirmation)
Esc Move the window to the notification area (only with the option “Move to the notification area on close” enabled, see chapter 40.5)

1.6 Languages

The user interface is available in English and German. You can switch the language in the program options (see chapter 40.5).

Main Menu