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Purchase Invoice Automation (PIA) automates the accounts payable invoice process through a dedicated workflow. The financial record of the invoice is automatically created in Sage X3, with the original document being securely stored in the cloud. Unlike a manual process, X3CloudDocs PIA provides full control, auditability and traceability across all your incoming invoice channels whether the invoice arrives as a PDF, image, on paper or as an e-invoice. This digital transformation for your finance department provides instant cost savings and incredibly quick ROI.
Ensures compliance with digital audit trails and e-signature workflows
Saves time and costs by automating tasks, reducing errors, and enhancing user experience
X3CloudDocs utilizes a world-class OCR engine adopted in 140+ countries with the largest global e-Invoice network. With more than 530 million invoices processed annually, enabling over $3.5 trillion in commerce, the engine benefits from an unparalleled volume of real-world data.
This vast exposure means the engine is more likely already trained on the structure and format of your invoices, significantly reducing setup time and accelerating accuracy from day one, unlike many other solutions that require extended learning periods.
Via email, drag & drop, folders or e-invoicing
Support for all popular eInvoicing standards
Extract header & line-level data
Automated GL account assignment
Automatic invoice creation in Sage X3
Approval workflow based on conditions & roles
Multiple currencies supported as standard
Documents validated against Sage X3 data
2 way and 3 way matching
View stored invoices held in PIA from Sage X3
Secure & compliant storage of invoices
Advanced learning using best-in-class engine
Handles Purchase & Supplier invoices
Bespoke & personalized HTML5 notifications
Automatic flagging of invoice discrepancies
X3CloudDocs supports global e-invoicing compliance and automation, helping businesses streamline invoice exchange and reduce manual intervention. Whether you’re dealing with Peppol, Factur-X, or other regional formats, our solution ensures a seamless and future-proof process.
X3CloudDocs elevates your business from just meeting regulations to achieving true AP excellence.
Supports all major e-invoicing standards, enabling one consistent process for all supplier invoices.
All invoices and documents in one place for easier tracking, approval, and audit readiness.
The typical cost of processing a business invoice is around $13 (per individual invoice, can be higher based on your location and complexity of the invoice). An AP clerk can enter no more than around 5 invoices per hour. This represents a significant financial and opportunity cost to businesses. X3CloudDocs Purchase Invoice Automation enables valuable finance professionals to focus on “value-add” tasks rather than repetitive, manual activities better suited to robots.
X3CloudDocs subscription model ensures you save time and money on each and every invoice.
What sets X3CloudDocs apart is its ability to process invoices from a wide variety of sources.
X3CloudDocs allows you to act on invoices in the office, at home or on the go.
X3CloudDocs enables tracking every step with full visibility, including audit trails
X3CloudDocs allows customizable rules & workflows, from approval to full automation.
Native to Sage X3 with real-time data sync, ensuring accuracy and eliminating duplication.
X3CloudDocs Purchase Invoice Automation will be beneficial and will deliver immediate benefits to any organization utilizing Sage X3 ERP that processes over 250 invoices per month (around 2,500 to 3,000 annually).
There are exceptions to this, where organizations process fewer but highly complex transactions with a large number of lines.
Organizations handling hundreds to thousands of invoices monthly benefit most from automation, accuracy, and time savings.
Businesses with complex structures—multi-company, multi-currency, or global operations—get centralized visibility and control.
Perfect for companies aiming to reduce cost per invoice, enhance compliance, and enable remote AP teams.
Data is extracted from the invoice and matched to Sage X3 data (including 3-way matching).
If required, the invoice enters a validation and authorization process.
Invoices are automatically created in Sage X3, with a copy of the original document securely stored in the cloud.
Automate data capture and reduce manual entry to eliminate costly mistakes. PIA helps Sage X3 users achieve up to 93% fewer processing errors, improving accuracy, compliance, and confidence in your numbers.
Unlike generic tools, X3CloudDocs is purpose-built for Sage X3. Its native integration means faster deployment, lower costs, and no reliance on third-party middleware — now or in the future.
X3CloudDocs’ AP Automation solution (PIA) reduces finance team processing time by over 95%, saving thousands of hours annually, delivering direct efficiency gains and measurable cost savings.
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.