XML processing - User guide
How to use the new XML intake feature effectively
Important: This feature is already active on your email inbox. Please read this guide to avoid duplicate invoices and ensure smooth processing.
What this means for You
Traditionally, when you or your supplier email PDF invoices to mailbox, they go through our standard digitization process - we convert them into our system, which can take up to 24 hours.
Now there's a faster option: If you send XML files instead of (or alongside) PDFs, our system can process them automatically within minutes. XML files contain structured data that our system can read directly, eliminating the need for digitalisation process.
When you email invoices to the same purchase invoice mailbox, our system now:
- Automatically detects if XML files are present
- Processes XML invoices within minutes instead of hours
This faster processing requires following specific naming rules to prevent duplicate entries and ensure smooth automation.
How to send invoices
Best practice: Match your filenames
✅ CORRECT - Same filename:
📎 invoice_123.xml
📎 invoice_123.pdf
Result: XML processed instantly, PDF attached to the same invoice
❌ AVOID - Different filenames:
📎 invoice_123.xml
📎 invoice_456.pdf
Result: TWO separate invoices created (duplicate!)
When sending multiple invoices
✅ CORRECT:
📎 january_invoice.xml + jan_invoice.pdf
📎 february_invoice.xml + feb_invoice.pdf
📎 mar_statement.pdf (moves to digitizing as usual)
Instructions for Your suppliers
📋 Share this checklist with suppliers who send You invoices
- If sending both XML and PDF: Use identical filenames (e.g., invoice_001.xml + invoice_001.pdf)
- If sending XML only: That's perfect! We'll process it instantly
- If sending PDF only: Works as before - no changes needed
- Supported XML formats: PEPPOL BIS Billing 3.0, ISDOC, e-invoice 1.1/1.2
- Email to the same address: [Your Fitek digitalization mailbox]
💡 Why XMLs are better: Lightning-fast processing (~1 minute) vs traditional OCR - your invoices appear in the system almost instantly!
Pro Tip: Ask your suppliers to include invoice numbers in filenames (e.g., "INV001_Company.xml") to make tracking easier.
What happens in different scenarios
| Files received | What happens | Result |
|---|---|---|
| invoice.xml only | XML processed as e-invoice | ✅ 1 invoice, PDF generated by Fitek |
| invoice.xml + invoice.pdf | XML processed, PDF attached | ✅ 1 invoice with original PDF |
| invoice1.xml + invoice2.pdf | XML processed + PDF sent to OCR | ⚠️ 2 separate invoices (duplicate!) |
| invoice.pdf only | Standard OCR processing | ✅ Works as before |
| invalid.xml + backup.pdf | XML rejected, PDF processed via OCR | ✅ 1 invoice from PDF |
🔍 How to spot issues
Signs You might have filename mismatches:
- Duplicate invoices appearing in your system for the same supplier
- Missing PDF attachments when you expected them
- Different processing times for similar invoices from same supplier
✅ What success looks like:
• Invoices process in ~1 minute
• Perfect data accuracy
• Original PDFs attached when needed
• Single invoice per actual document
❓ Common questions
Q: Do I need to change anything right now?
A: No immediate action required. The feature is already working. Just follow the filename matching rules for future emails.
Q: What if my supplier sends wrong filenames?
A: You'll get duplicates. Contact them with the checklist above.
Q: Can I turn this off for certain suppliers?
A: Currently no, but we're considering adding controls. Contact us to discuss your specific needs.
Q: What about billing - do XMLs cost different than OCR?
A: No price changes! XMLs are priced the same as regular digitizing. The huge value is lightning-fast processing (~1 minute vs traditional OCR) that gets your invoices into the system instantly. Encourage your suppliers to send XMLs instead of PDFs for maximum speed benefit.
Q: What if I'm getting confused by all this?
A: That's totally normal! Contact us and we'll walk through your specific situation.