Book a call

Outgoing invoices

Invoices go out as soon as the work is done.

Prepare, check, approve and deliver customer invoices with complete supporting evidence.

Book a call

30 min · free · no prep needed

  • Comes in viaAPI, Schedule
  • You decide onProof of service missing
  • Lands inERP & dispatch
Before → After · Outgoing invoices

Today: lots of manual work.

  • Billing data has to be pulled together from several systems.
  • Missing proof of service delays the invoice.
  • Every invoice is checked by hand before it's sent.
  1. The “To invoice” trayCompleted orders pile up in the tray – until someone has time by hand
  2. Data from every systemServices, prices and addresses copied from ERP, Excel and emails by hand
  3. Proof missing – phone chainSigned delivery note missing: call to the technician, no callback yet by hand
  4. Checking with a red penInvoice printed, corrections in red, initials below by hand
  5. Print, fold, stuff envelopesInvoice printed, folded, stamped – or emailed one by one as PDF by hand

Example: Billing AR-2026-2201 for Weber KG – waiting to be processed

Custom

Describe it, don’t code it.

This is how the XFLOWLY Agent builds the “Outgoing invoices” flow – in conversation, tested with a sample document. Your rules, your systems.

Outgoing invoicesDraftOverviewSpecial cases
Instructions
The flow takes shape as you describe it.

Example with synthetic data – on a call, we’ll show it with your own document.

Book a call
Your systems

Works with what you already have.

From SAP to the Excel sheet: XFLOWLY connects to your systems and replaces none of them. Highlighted are the ones typically involved in outgoing invoices.

S/4HANAECC / R/3Business OneBusiness CentralDynamics 365Navisionabas ERPproALPHAInforOracleOdooweclappXentralWawiSage
DATEVNTCSLexwareRZLDiamantSalesforceHubSpotPipedriveShopwareShopifyMagentoDocuWared.velopELOM-Files
SharePointOneDriveOutlookExchangeTeamsGmailExcelGoogle SheetsServiceNowJiraZendeskFreshdeskPersonioSuccessFactors

And everything without a big name:CAQ systemMESTime trackingPayroll softwareREST & ODataSQL databaseSFTP & network drivePortal without an APIIn-house software

Your system isn’t listed? XFLOWLY still connects – via API, database, file or directly through the user interface. Nothing gets replaced.

Check the connection on a call
Experience built in

Typical challenges – planned for from day one.

We know from experience what tends to go wrong with outgoing invoices day to day. The flow catches it.

Ownership & deadlines

The proof of delivery is still missing.

How the flow handles it

The invoice waits until the proof is there – instead of being corrected later.

What the flow covers

  • Start from billable orders, deliveries, projects or services
  • Gather customer, tax, pricing and service data
  • Check completeness and billability
  • Coordinate corrections and approvals
  • Create the invoice and deliver it the way each customer requires
Practical example · Facility services

Service invoices go out two days after the job – with proof of service and in the customer’s format.

  • Facility services
  • Technical facility services for maintenance and repair
  • ≈ 300 employees
  • 5 regions
  • ≈ 3,000 invoices per month

  1. 1Starting point

    Billing pieced together service reports, materials and PO numbers; large customers required their own formats and portals. Invoices usually went out in a batch at month-end – including returns due to missing proof of service.

  2. 2Implementation

    • Billing starts automatically after every completed job – with report, times and materials.
    • The flow checks billability: signed proof of service, agreed line items, the customer’s PO number.
    • If proof is missing, the invoice waits and the region gets a task – instead of correcting it later.
    • Invoices are created and delivered in the customer’s format: by email, as an e-invoice or via portal upload.

    ConnectedDynamics 365DocuWareCustomer portals

  3. 3Outcome

    • ≈ 80%run through without manual intervention
    • ≈ 240 hrsless manual work per month
    • 2 days instead of 12from the job to the invoice at the customer

    Time saved calculated with 6 min of manual work per transaction before.

Project timelineLive after 5 weeks

  1. Week 1WorkshopCollected billing rules and the requirements of the 30 largest customers.
  2. Weeks 2–4Test with real service jobsBilled a month of jobs in parallel and compared the results.
  3. From week 5LiveLive region by region.
Good to know

Common questions about outgoing invoices.

Rainer GruberAlexander TraxlerReinhard SchnetzingerCan’t find your question?

Ask the founding team directly – on a call or with a quick email.

Book a call
office@xflowly.com

Once the work is done: after delivery, installation or on a schedule. The flow brings together the order, delivery and proof of service and checks that everything is billable.

Standard cases go straight out. Missing proof, differing prices or special terms go to Accounting first.

The invoice requirements check makes sure no mandatory detail is missing. Then come the invoice number check within the right number range, the totals and rounding check, the tax rate and reverse charge checks and the VAT ID check for EU customers. PO reference and buyer reference are checked so the customer does not reject the invoice – for example because the PO reference is missing or the recipient is wrong.

Through proof of service matching: every line item needs proof and is checked against what has already been billed – if the service has already been billed, the flow stops. For projects, it matches down payments and checks the final invoice so no down payment is deducted twice. Billing approval follows your rules: standard cases go straight out, anything unusual is put in front of you.

Yes. The flow creates e-invoices under EN 16931 – XRechnung, ZUGFeRD or, in Austria, ebInterface – and checks them against schema and business rules before sending. For public-sector recipients in Germany, it sets the Leitweg-ID (routing ID), and transmission can run via Peppol if you like. If the XML is invalid, nothing goes out; the validation report is attached to the case.

No. A valid file only proves the format, not that content and tax are correct. That is why the flow keeps three things apart: technical validation, the tax check – tax rate, reverse charge, VAT ID confirmation in EU trade – and service approval. If an error turns up afterwards, the flow prepares the corrective invoice for approval; dispatch approval only comes when everything fits.

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.

Can’t find your question?Ask us on a call
All questions

More Use Cases

Market monitoringContinuously track competitors, prices and industry news – relevant changes arrive as a report.Identify website visitorsSee which companies are interested in which topics on your website – with a heads-up to sales.Customer inquiriesCapture inquiries from every channel, complete them and assign them to the right team.

Processes that run themselves.

One call, your real process, no prep work. Afterwards, you’ll know what XFLOWLY can do for your business.

Book a call

30 minutes · free · no prep needed

0 cases handled since you got here · Click the logo to send another one through