The first X3CloudDocs release of 2025 introduces a range of enhancements designed to strengthen compliance, improve invoice processing and provide greater flexibility for Sage X3 users.
From PDF/A document archiving and QR code extraction to enhanced tax handling and Sales Order Automation improvements, this release helps organisations streamline document-led processes while supporting evolving regulatory requirements.
Purchase Invoice Automation (PIA)
Strengthening compliance with PDF/A conversion
2025 R1 introduces automatic PDF/A conversion, helping organisations meet long-term document retention and compliance requirements.
As the ISO-standard format for digital archiving, PDF/A ensures documents remain accessible over time by removing dependencies on external content or software. Once configured within X3CloudDocs File Watcher, documents can be automatically converted before entering Purchase Invoice Automation, creating a seamless and compliant document capture process.
Smarter invoice processing with QR code extraction
X3CloudDocs now supports automatic QR code extraction, providing another way to improve the accuracy of invoice processing.
Initially developed to support Portuguese e-invoicing regulations, invoice metadata can now be captured directly from QR codes, reducing manual input while helping organisations meet local compliance requirements. This functionality also provides the foundation for future regional and regulatory enhancements.
Greater flexibility for VAT processing
To support organisations operating across different legal entities, Purchase Invoice Automation now offers greater flexibility when handling tax.
Users can override tax codes on existing Purchase Order or Receipt lines, while non-PO invoices can benefit from improved tax determination. Together, these enhancements provide greater control over VAT processing without adding unnecessary manual effort.
Additional validation for supplier invoices
New validation options have also been introduced to strengthen invoice controls.
Users can now configure suppliers to require a Purchase Order before invoices or credit notes are processed, helping reinforce purchasing policies and improve financial governance. Additional enhancements also support Portuguese credit notes, ensuring compliance with local e-invoicing legislation.
Sales Order Automation (SOA)
Support for invoicing elements
Sales Order Automation has been extended to support invoicing elements, allowing organisations to process freight charges and similar uplifts as part of the automated sales order process.
This gives businesses greater flexibility when automating customer order processing, helping ensure additional charges are captured accurately within Sage X3.
Electronic Document Management (EDM)
More flexible data synchronisation
The Export Data Table (EDT) framework has been enhanced to support SQL Views defined within Sage X3.
This gives organisations greater flexibility when synchronising complex master data into X3CloudDocs, allowing bespoke views to be used where standard table structures may not meet business requirements.
Email & Notification Automation (ENA)
Smarter control during system maintenance
To help improve communication management, Email & Notification Automation now supports Maintenance Mode.
When X3CloudDocs is placed into maintenance, email notifications are automatically paused until the platform is back online. This helps prevent unnecessary notifications from being sent while maintenance activities are taking place, creating a more reliable experience for both users and recipients.
Looking Ahead
To help improve communication management, Email & Notification Automation now supports Maintenance Mode.
When X3CloudDocs is placed into maintenance, email notifications are automatically paused until the platform is back online. This helps prevent unnecessary notifications from being sent while maintenance activities are taking place, creating a more reliable experience for both users and recipients.