Resolve payment reminders

It reads payments and open items directly from your accounting system and matches them against the invoice in the reminder – including early-payment discounts and credit notes.

Only if you want it to. By default, the flow drafts the reply; disputed cases are always decided by Accounting.

The flow looks up the invoice in your open items list (open item matching) and checks invoice status, due date and payment block. Payment matching finds payments, including partial and bulk payments; credit note matching finds open credit notes. Then come dunning level matching and the check of dunning fees. If you do not have the invoice, the flow requests it from the supplier.

The flow prepares the reply with proof of payment or payment advice and the clearing document. It finds the usual reason as well: an unassigned payment at the supplier, a mismatched invoice reference, an early-payment discount deduction or a credit note that is still open. A disputed remaining balance or a blocked invoice goes to accounting with a clarification note.

Yes. If the supplier sends an account statement, the flow matches it against your accounts payable account (balance reconciliation) and shows every difference with the document. Clarifying remaining balances runs with follow-ups until the account reconciliation adds up.

No. This use case covers incoming reminders from your suppliers. Dunning runs and dunning blocks in your own accounts receivable are a separate process – if needed, we set up a separate flow for it.

That's exactly what the flow is built for. Every value it reads stays linked to the original document, and check rules match it against your ERP. Discrepancies, missing data or unclear matches create a task for the person responsible – with the document, the comparison and decision options. The case then continues right where it left off. Values that aren't in the document are never made up.

You decide: in the XFLOWLY Cloud on a dedicated virtual machine at Google Cloud in Frankfurt – or on your own server (on-premises) running Windows or Linux. Stored data is encrypted with AES-256, and credentials for your systems are additionally kept in a separate secret vault. You'll find all the details in the security factsheet on the platform page.

Easily: after a three-month minimum term, you can cancel XFLOWLY monthly with 14 days' notice. When your subscription ends, we provide a full export – documents, results and your flow definitions in machine-readable formats, available for 30 days at no extra cost. After that, your environment is deleted.