Frequently Asked Questions

A range of common questions often asked from X3CloudDocs

X3CloudDocs is the best Document Management and automation solution for Sage X3 as it is approved by Sage, available on the Sage Marketplaces in the UK, North America and South Africa and has out of the box integration allowing you to go live instantly.

X3CloudDocs is delivered as a cloud-based SaaS solution via a simple subscription model. Unlike other solutions your data is stored securely in the cloud using class leading hosting providers such as Microsoft Azure with the appropriate security certifications and resilience you would expect from an enterprise grade solution.

With X3CloudDocs everything is stored in the cloud so you don’t have to worry about continually monitoring the available resources on your Sage X3 server. This gives you a truly scalable and managed solution that does not add to the workload of your IT team or your infrastructure budget.

Yes. X3CloudDocs uses a very powerful AI engine at its core for some of the functionality. X3CloudDocs has partnered with leading AI providers and have implemented machine learning to allow the solution to learn without direct instruction and get better the more it has been used.

The beauty of our partnership is that the AI engine processes millions of documents every year, which means X3CloudDocs machine learning algorithm learns beyond its own reach and we have seen instances where the engine knows how to proccess documents before being exposed to the document, based on previous experiences.

X3CloudDocs can be accessed from any device, anywhere. Your team don’t need to be logged in to Sage X3 and don’t need to connect to the VPN which means it fully supports agile working and allows your team to be more efficient by being able to interact and respond to actions wherever they are rather than have to wait until they are back in the office.

Yes, X3CloudDocs is maintained and enhanced by a team of people who are experts in Automation and Sage X3 which ensures the product is always kept up to date and compatible with new releases of Sage X3, unlike other generic solutions which are designed to work with multiple ERP solutions and are not kept up to date and do not come with full out of the box Sage X3 integration.

If you have a Sage X3 partner that is listed on our partner page you can ask them about purchasing X3CloudDocs, otherwise you can purchase it directly from us and we will take care of the installation, configuration and training.

Most of our customers go live within about 5 weeks of placing their order with us, but it can be faster.  The set up and training is simple and you can start getting value from it from day one.

There are case studies showing customers going live in under 2 weeks.

If your existing Sage X3 partner is fully trained on supporting X3CloudDocs then you will be able to go to your normal support partner for Sage X3; otherwise we are really happy to provide support for you on the product through our team of Sage X3 and X3CloudDocs experts.

X3CloudDocs typically removes 90% of the time associated with manually rekeying and checking invoices from your suppliers by using AI and automation technology. It also speeds up the process, helping you access early-settlement discounts with your suppliers.

X3CloudDocs has a number of fraud prevention features which will automatically check invoices to look for anomalies and alert you if anything doesn’t verify correctly, it will also notify you of events such as a supplier sending you a duplicate invoice so that you can do additional checks before paying it.

Yes, X3CloudDocs allows you to process invoices in many different languages as it is a global solution which can be used across your entire enterprise.

X3CloudDocs uses a powerful global invoice library which is continually updated by machine learning, it knows the different formats of invoice used by different suppliers around the world. It is likely the solution will already know how to process an invoice the first time you present it but also has a powerful AI capability, you just need to process one invoice from each supplier for the system to be production ready and relieve you from rekeying tasks.

X3CloudDocs allows the automatic processing of supplier emails containing invoices, alternatively you can scan a hard copy invoice use the drag and drop functionality to add it to the processing queue or individuals can forward emails or documents to the X3CloudDocs mail box or simply save them to a local folder where they are automatically picked up.

X3CloudDocs has a powerful rule based engine which allows you to configure business rules including setting up approval processes based on the department being invoiced, the value of the invoice, the supplier, etc.

X3CloudDocs fully supports 3 way matching and automatically integrates with your Purchase Order and Receipt data to validate supplier invoices to make sure you are paying the correct price and only paying for the items you have received or ordered.

X3CloudDocs is designed for Sage X3 and fully supports Dimensions and the way you currently process invoices.

Yes, X3CloudDocs allows you to process invoices where there is no PO and you can GL code these and the solution will learn how you code the invoice and remember it for the next time you receive one from that supplier where there is no Purchase Order.

Yes, X3CloudDocs can capture freight on a standard invoice. Alternatively, if you are using ‘complementary invoices’ in Sage X3 then X3CloudDocs can process those too.

 

Yes! Invoicing elements are a really common requirement for Sage X3 customers, and something that other solutions often struggle with.  X3CloudDocs supports up to 9 invoicing elements on an invoice.

 

X3CloudDocs typically removes 90% of the time associated with manually rekeying and checking customer orders. By removing the manual processes your business will allocate stock against orders faster, ensuring improved customer experiences and accelerating your pace of business.

X3CloudDocs allows you to configure what happens with pricing, in most cases businesses choose to configure the solution to apply the Sage X3 prices and not apply the customer price which could be incorrect.

Yes, X3CloudDocs allows you to process customer orders in many different languages as it is a global solution which can be used across your entire enterprise.

X3CloudDocs uses a powerful global order library which is continually updated by machine learning, it knows the different formats of order used by different businesses around the world. It is likely the solution will already know how to process an order the first time you present it but also has a powerful AI capability, you just need to process one order from each customer for the system to be production ready and relieve you from rekeying tasks.

X3CloudDocs allows the automatic processing of customer emails containing orders, alternatively you can scan a hard copy order and use the drag and drop functionality to add it to the processing queue or individuals in the sales or customer support team can forward emails or documents to the X3CloudDocs mail box or simply save them to a local folder where they are automatically picked up.

Yes, X3CloudDocs supports all of the features you currently use in Sage X3, if you have customer specific part numbers configured in Sage X3 these will still be used when orders are integrated from X3CloudDocs. 

X3CloudDocs will process and send any document type that Sage X3 can generate. In addition it also allows you to send and store generic documents such as diagrams and specification sheets that are not native to Sage X3. Everything is stored centrally and conveniently in a central repository for quick access.

X3Clouddocs stores all your documents securely in the cloud with no impact on your internal server resources, as a cloud solution it automatically scales with your business without adding any extra workload on your IT team.

X3CloudDocs is fully integrated with Sage X3 allowing you and your team to have instant access to all relevant documents without having to toggle between different systems.

X3CloudDocs can be used by your entire team at no extra cost, the subscription is based on the number of documents processed rather than the number of staff that benefit from using the solution.

Through its integration with Sage X3, X3CloudDocs allows you specify which contacts you wish each document type to be sent to and these rules are then automatically applied on a per business partner basis.

X3Clouddocs provides you with reports which allow to keep track of your outgoing documents so you are made aware of any errors and the solution has inbuilt monitoring of its queues and folders giving you oversight of what is happening.

Yes. Many of our customers create accounts specifically for use by their auditors to allow them simple access to all these documents.  The auditors can then review (and bulk download) documents which they require, helping to speed up their work and reducing the cost and burden of audit.

X3CloudDocs is an extension to your Sage X3 functionality allowing you to further enhance the capabilities of the workflow processes you may already be using.

X3CloudDocs workflow allows you to configure powerful, human friendly email templates which can contain interactive buttons that allow the recipient to provide responses and feedback without having to be logged in to Sage X3 or be on the company VPN. These responses are seamlessly and securely integrated back in to Sage X3 to trigger further actions and processes without delay.

A common use case for X3CloudDocs Workflow is purchase order approval whereby a manager may need to approve a purchase request before the order is placed with the supplier. The manager could be travelling or off site but still receive the X3CloudDocs workflow email on their cell phone and choose to approve or reject as well as optionally providing feedback for their decision. Whilst this is the most typical use case it can be configured to streamline many other purposes, you could use it to capture data off a new supplier you are onboarding or perhaps ask a customer to approve a new order where you have had to amend a price or substitute a product.

X3CloudDocs is a fixed annual price and you are not charged on a per use basis allowing you to manage costs easily with no surprises.