How to automatically and compliantly transform digital documents

Sending electronic documents in a compliant and automated way is a challenge for many companies. Every software adopted speaks a different language and every recipient organisation sets precise technical rules, from the Sistema di Interscambio to Peppol. These complexities can be overcome with A-Cube Transfer, the service that enables you to transform digital documents and share them while complying with regulatory requirements.

Creating compliant electronic files: why it is important for companies

Today's organisations use numerous software solutions, often very different from one another. Some are intended to speed up and automate the workflow, while others enable communication with suppliers, customers or authorities. Each of them has its own technical specifications, can handle certain types of files and allows specific actions to be carried out. However, it is not always the case that these management systems or ERPs can automatically accept or receive all types of electronic documents. Nor that they can communicate easily with one another. This can compromise their efficiency and lead to the need to integrate additional programmes.

An example? It is possible that the management system used in the company does not create XML files, that is to say the standard format used by the Sistema di Interscambio and the Peppol network. Or that it is necessary to generate and deliver electronic invoices to the Revenue Agency from a set of Excel documents, but that the ERP does not allow it. 

In short, these are cases in which the workflow can be compromised or slowed down by the file format, its authentication or its compliance with current regulations. These situations are more common than one might think and can lead to more serious problems, such as fines for unauthenticated documents or documents delivered after the expected deadlines. Integrating a service that makes it possible to transform digital documents automatically gives us the opportunity to overcome these risks and streamline workflows. 

A-Cube Transfer: what it is and what it is for

Transfer is the solution developed by A-Cube to manage and transform digital documents of every kind. The API can send and receive files without further integrations by connecting to internal software and external platforms that already interact with the company.

The system is able to extract the necessary information from files of any type to create digital documents such as electronic invoices, receipts, online orders or transport documents (DDT). It can then send the created files to the Sistema di Interscambio (SdI) or to the relevant government channel, even automatically. If you want the workflow to continue, you can choose to send them to the management system in use. 

How A-Cube Transfer works

When you choose to install new software, you need to check the level of complexity it requires. This applies both to the installation phase and to its daily use. A-Cube Transfer can be easily integrated into your management workflow in just a few minutes. It is simple and intuitive and does not require in-depth technical knowledge. The mechanism that allows it to transform electronic documents is also straightforward. Here's how it works.

• The ERP - or the accounting software - generates files in any format containing a set of information useful for building electronic invoices;

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• as soon as these files are uploaded to a predetermined channel, which can be SFTP, AS2, Amazon S3 or API REST, the import process starts automatically;

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• Transfer then splits the files into individual documents and transforms them one by one into XML electronic invoices based on the specific template agreed with the customer or into another desired format;

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• at this point, the document is validated and sent automatically to the previously indicated government channel;

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• once the process is complete, the customer will receive feedback with a dedicated report on the operation.

The input files processed by Transfer can be of any type. For example:

• Excel

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• EDI

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• CSV files containing one or more documents

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• Zip archives which in turn contain XML, JSON and CSV files

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• P7M files digitally signed with any of the previous formats.

Each one can be transformed into the specific required schema, even in a fully configurable way. For example, it is possible to upload PDF files and attach them to an electronic invoice in XML format. Or ensure that JSON and XML files that do not require any changes are sent directly to the competent tax authority. 

How to monitor the API's activity with the A-Cube dashboard 

Through the A-Cube API monitoring dashboard it is possible to have full control over your document flows. From a single interface it is possible to monitor usage and access usage statistics, both total and aggregated by different VAT numbers. 

In addition to managing incoming and outgoing documents, the dashboard makes it possible to analyse them by applying the many filters available. By using webhooks, you can then decide how the A-Cube platform should interact with the different systems already adopted or according to specific situations.

Transforming digital documents with Transfer improves work

Transfer is the API designed to streamline processes and make the creation of documents compliant with national and international regulations more immediate, such as the ViDA package for European VAT. It also helps to facilitate document exchanges between the software solutions adopted and makes electronic invoicing easier. This makes it possible to reduce the time wasted on these types of operations, freeing up resources for more important or urgent tasks. To find out more, you can contact us at info@acubeapi.com or visit the dedicated page for A-Cube Transfer.