How sending invoices works

Sending invoices through InExchange Platform is possible through the API with the additional ability to specify desired delivery methods and using different formats as well as tracking the document from upload to delivery.

Document formats

Document formats can be pre-agreed upon and can be customized according to fit the need of the integrator. This means that its possible to have multiple formats for when sending different document types.

This needs to be established prior to integrating with InExchange Platform and sending documents.

Delivery methods

When sending documents its possible to specify the desired means of delivery which might be one of the following

• Electronically - Document will be sent in a structured form to the recipient (most often directly into the recipients system of use)
• Email (PDF) - Document will be converted into a PDF and sent in an Email to the recipient
• Paper (print) - Document will be converted into a PDF and printed and sent to the customer by regular mail
• BusinessToConsumer - Document will be sent in a structured form and sent to B2C providers

There is also the possibility to set some custom dynamic order logic based on the content, where different delivery methods might be preferred over others. This information can either be provided as additional metadata in the document upload call or embedded in the sending document.

This needs to be established prior to integrating with InExchange Platform and sending documents.

PDF templates

In some cases there is a need to convert a document and/or attachment to a PDF, which most commonly occurs when the delivery methods are Email or Paper. InExchange have several templates which are available to choose from. But in some cases there is a need to customize these templates in order to keep the branding look consistent across document exchanges with customers. Thus if there is a need its possible to customize these templates.

Document state transitions

When sending documents they pass through different stages before actually sending the documents in order to make sure all necessary information is correct. The specification for these statuses can also be found here

Additional to these document statuses are also sub-statuss which more granularly describes some of the document statuses and are mainly intendend for troubleshooting. These are not available through the API but instead internally at InExchange as well as in API Admin.

Document statuses

Document status	Description	Possible actions
Pending	Delivered to API and document might be in this state until the registration is complete. This usually occurs when sending documents prior to making sure a the customer registration has completed successfully. It can in some occasions also be due to InExchange platform being under heavy load or require manual intervention due to changes by the caller. NOTE: All fo the below substatuses and reasons for this document status are handled and corrected by InExchange support staff who are notified when these states occur. WaitingForCompanyRegistration - Waiting for the company to be pass registration procedure. ERPSystemMissing & ERPProductMissing - The registered company has yet to be associated to a ERP System and product internally, usually only a short lived temporary problem due to out of order internal messaging or high load. RouteMissing - Can occur when API caller sends new unknown or has changed document format and ERP product. Requires manual action by InExchange support which are notified automatically as soon this occurs. SubaccountMissing - InExchange support staff has been notified and are working on setting up the new document format and ERP product that caused RouteMissing	Due to the fact that the registration procedure in some cases might depend on manual actions taken by InExchange staff the actions possible are usually to wait a reasonable amount of time for actions to be taken. If documents are in this state for to long contact InExchange support.
PendingInPlatform	About to be pushed into InExchange Platform. This is the state a document has during the time it passes through the internals of InExchange Platform. The amount of time in this state might be affected by the general load at the point in time on InExchange platform or ciritcal errors in components in the path of the document are affected. SentToPlatform - The document has entered InExchange Platform and is in progress of converting, validating and routing the document to the recipient party. From this state a document can either be Stopped or Delivered. The reason for failure is currently presented via the API in the document status call and can also be sent by other means to the integrator. See more on feedback here	If reasonable time has passed an assumption can be made that an internal error has occured. If its not remediated contact InExchange support
Delivered	Document has been delivered to the recipient or a handoff to an external party (such as printing partner or other operators)	-
Stopped	Document has been stopped and is undeliverable. Reasons for stopping might be due to technical errors, validation failures or other manual interventions.	Feedback should be sent through predetermined channels, most commonly setup by email, but will also be available in the document status call. In case no information regarding this has been made contact InExchange support.
Sold	Document has been sold. All status changes after the document has reached sold status is irrelevant for the sender. Since ownership has been handed over to the finance provider.	-