The second X3CloudDocs release of 2025 introduces new ways to automate communication, improve customer order processing and keep document data more up to date.
With supplier notifications, ENA Triggers, Sales Quote support and incremental synchronisation for EDM, this release helps Sage X3 users improve visibility, reduce manual follow-up and create more connected document-led processes.
2025 R2 introduces supplier notifications within Purchase Invoice Automation, giving organisations a more proactive way to keep suppliers informed on invoice progress.
Standard notification scenarios include when invoices are received, approved for payment or paid. These notifications can also be grouped and scheduled, meaning suppliers only receive one email per scenario each day, rather than multiple individual updates.
This helps reduce manual supplier queries, improves communication and gives finance teams a more efficient way to share invoice status updates.
A major enhancement in 2025 R2 is the introduction of ENA Triggers.
ENA Triggers provide a database-level triggering system that can send notifications based on real-time data changes within Sage X3. Users can define custom triggers across Sage X3 tables, apply filters for specific scenarios and generate modern HTML5-formatted emails.
This creates a more flexible approach to notification automation, especially where standard Sage X3 workflows may require multiple separate configurations. ENA Triggers can also group multiple events into a single email, such as one summary notification for several payments.
By tracking both old and new values, ENA can create more context-aware communications, helping users send the right message at the right time.
Sales Order Automation now supports Sales Quotes.
When processing a customer purchase order, users can choose whether that document should be created in Sage X3 as a Sales Order or a Sales Quote. This can be controlled through Buyer settings in X3CloudDocs and supported by additional Sage X3 parameters for quote type, pricing and address handling.
The update also supports quotes against Prospect accounts as well as Customers, making the process more flexible for sales teams managing early-stage opportunities.
Electronic Document Management has been enhanced with incremental synchronisation for Contacts and Sage X3 data.
This means data used for document tagging and email distribution can be updated more regularly without requiring a full synchronisation each time. For users, this helps keep EDM information more current and supports more reliable document management.
General performance and reliability improvements have also been made, laying the groundwork for further EDM enhancements in future releases.
2025 R2 continues the evolution of X3CloudDocs into a broader automation platform for Sage X3. By combining smarter supplier communication, real-time notification triggers, more flexible sales quote processing and improved EDM synchronisation, this release helps organisations reduce manual admin and build more responsive business processes.
The third X3CloudDocs release of 2024 focused on making the platform clearer, easier to manage and more connected across Sage X3.
With updated module names, simplified Sage X3 patching, Single Sign-On, stronger document management and improved File Watcher control, 2024 R3 helped create a more joined-up experience across the X3CloudDocs platform.
The first X3CloudDocs release of 2024 introduces a range of enhancements designed to make purchase invoice processing more flexible, accurate and scalable for Sage X3 users.
This release focuses primarily on Purchase Invoice Automation (PIA), delivering significant improvements to Purchase Order matching, master data synchronisation and internal controls. Together, these updates help finance teams process invoices more efficiently, improve data accuracy and reduce manual intervention.
2024 R3 introduced new module names to better reflect what each area of X3CloudDocs does.
Inbound is now split into Purchase Invoice Automation (PIA) for invoice processing and Sales Order Automation (SOA) for customer order processing. Outbound is now Electronic Document Management (EDM), while Workflow is now Email & Notification Automation (ENA).
This clearer naming makes it easier for users to understand where each process sits and how the different parts of X3CloudDocs support their Sage X3 environment.
A key enhancement in this release is the ability to upload generic documents from Sage X3 into X3CloudDocs.
Documents that are not generated by Sage X3 can now be uploaded from within the system and pre-tagged with data from the record they relate to. For example, a document attached to a Sales Order can inherit key details from that record, helping teams store and organise supporting documents more consistently.
Customers using Purchase Invoice Automation or Sales Order Automation alongside EDM can now store invoices and customer purchase orders in an EDM store.
This gives teams another way to access and manage important documents, while making it easier to group related files together. For example, a customer purchase order can sit alongside a related Sales Order acknowledgement, giving users a fuller view of the document trail.
2024 R3 also introduced a new File Watcher Control Panel.
Previously, monitoring and maintaining the File Watcher service required more technical knowledge. The new interface makes the service status clearer, allows users to stop and restart the service more easily, and provides a simpler way to manage configuration and logs.
This helps reduce technical dependency and makes day-to-day support much easier.
Single Sign-On is now available for the X3CloudDocs web client using OpenID Connect.
This supports providers including Okta, Entra ID and Google OpenID Connect, helping organisations improve access control and simplify the login experience for users working with EDM and ENA.
From 2024 R3 onwards, X3CloudDocs no longer uses separate installation packages for each module.
All modules are installed together, with access controlled by licence. This makes it easier for customers to add additional X3CloudDocs modules in the future without needing a separate installation process.
2024 R3 was an important platform release for X3CloudDocs. By simplifying module names, improving document management, introducing Single Sign-On and making administration easier, this release helped create a stronger foundation for future automation across Sage X3.
For customers, the result is a clearer, more connected platform that is easier to use, easier to manage and better aligned to the way teams work.
The first X3CloudDocs release of 2024 introduces a range of enhancements designed to make purchase invoice processing more flexible, accurate and scalable for Sage X3 users.
This release focuses primarily on Purchase Invoice Automation (PIA), delivering significant improvements to Purchase Order matching, master data synchronisation and internal controls. Together, these updates help finance teams process invoices more efficiently, improve data accuracy and reduce manual intervention.
The key update in 2024 R2 is the introduction of Sales Order Automation.
With this new capability, customer purchase orders can be received from a range of sources, including email, manual upload or automatic folder pick-up. X3CloudDocs can then read the order details using OCR or text layer extraction, before sending the captured information into Sage X3 to create Sales Orders.
This helps reduce the time spent manually entering customer orders, while improving accuracy and giving sales teams a more efficient way to process incoming demand.
Sales Order Automation also gives users the ability to train X3CloudDocs to recognise information specific to individual customers.
This is particularly useful where customer purchase order formats vary, or where certain buyers include additional details that need to be captured. By learning from these formats over time, X3CloudDocs helps create a smoother and more reliable order processing flow.
2024 R2 also improves the way users access supporting documents.
Attachments held in X3CloudDocs can now be viewed directly from Sage X3. This means that if a supplier invoice was emailed into X3CloudDocs, or additional supporting documents were added during the approval process, users can access them against the relevant document in Sage X3.
For finance teams, this makes it easier to review invoices, check supporting information and keep the full document trail visible from within the system.
The improved attachment functionality also strengthens the document management experience across X3CloudDocs.
By making related attachments available from Sage X3, users have a clearer view of the documents connected to each transaction. This helps reduce time spent searching across inboxes, folders or separate systems, while supporting better auditability and day-to-day control.
2024 R2 also introduces new general parameters for supplier and customer maintenance.
These controls allow organisations to decide whether deleted supplier or customer records should also be removed from X3CloudDocs. This helps protect online learning and recognition settings that may otherwise be lost when master data is deleted.
For customers using automation across finance and sales processes, this provides greater control over how data is maintained and retained.
2024 R2 marks an important step in the evolution of X3CloudDocs. With the introduction of Sales Order Automation, the platform now supports automation across both supplier invoice processing and customer order processing.
Together with improved attachment visibility and stronger data maintenance controls, this release helps Sage X3 users work more efficiently, reduce manual admin and keep important documents closer to the processes they support.
The first X3CloudDocs release of 2024 introduces a range of enhancements designed to make purchase invoice processing more flexible, accurate and scalable for Sage X3 users.
This release focuses primarily on Purchase Invoice Automation (PIA), delivering significant improvements to Purchase Order matching, master data synchronisation and internal controls. Together, these updates help finance teams process invoices more efficiently, improve data accuracy and reduce manual intervention.
One of the biggest enhancements in this release is the introduction of more intelligent Purchase Order and Receipt matching.
Businesses can now define how invoices should be matched on a supplier-by-supplier basis, choosing between Purchase Order lines, Receipt lines or Packing Slip references depending on individual supplier requirements. This provides much greater flexibility for organisations operating different purchasing processes across their supplier base.
Once invoices reach Sage X3, X3CloudDocs automatically applies the appropriate matching logic, helping reduce manual corrections while improving the accuracy of invoice generation.
Synchronisation has also been significantly enhanced through the introduction of Export Data Tables (EDTs).
EDTs provide a far more flexible way of synchronising Sage X3 master data into X3CloudDocs, allowing organisations to define exactly what information is transferred. Suppliers, products, sites, Purchase Orders, receipts, charts of accounts and custom data can all be synchronised using configurable rules, helping ensure users always have access to accurate and up-to-date information during invoice processing.
Support for incremental synchronisation has also been introduced, improving performance for organisations managing larger volumes of purchasing and supplier data
New validation checks strengthen governance throughout the invoice process. Duplicate invoice references can now be detected before posting, supplier invoice totals are automatically verified, and improved tracking helps ensure documents are processed accurately from receipt through to Sage X3.
Support for intercompany and inter-site supplier invoices allows Sage X3 to automatically generate the correct document based on invoice coding, reducing manual processing for organisations operating across multiple companies or sites.
2024 R1 lays the foundations for the future of X3CloudDocs. By strengthening Purchase Invoice Automation with smarter matching, greater flexibility and enhanced financial controls, this release provides a more scalable and reliable platform for invoice processing, while setting the stage for the additional automation capabilities introduced in later releases.
Sage Marketplace enables businesses to customise their Sage experience with cloud-based Apps that work perfectly with existing solutions from day one. Sage Marketplace was launched in February 2020 and is now home to a curated selection of Independent Software Vendors (ISVs) showcasing popular Apps that link to Sage Business Cloud solutions.
As the developer and parent company to X3CloudDocs, Mysoft is delighted to be entering this ecosystem to sit alongside some of our own industry-leading partners such as Sage Data & Analytics and Prophix. This development allows millions of Sage users to access X3CloudDocs and the efficiency benefits it has to offer. It has the capability to transform Finance teams globally across the Sage X3 landscape.
A simple implementation gives a Finance Departments the ability to automate their Accounts Payable (AP) invoice process, reducing manual entry by up to 90%. The intelligent technology allows businesses to experience exponential time and cost savings through automation. User manuals and installation details provided upon purchase give users the ability to self-serve which illustrates its easy-to-use functionality.
Find out more about X3CloudDocs here.
Brian Martin, X3CloudDocs’ Product Author, said “Joining Sage Marketplace with a Sage X3-focussed product that concentrates on digital efficiency and automation is something we have always wanted to achieve. Partnering with Sage adds to our credibility and gives Sage X3 users confidence in us as a business. This opportunity opens up access to an ecosystem that will help our business grow.”
Having been a trusted Sage partner for over 15 years, Mysoft were able to expedite the process of joining Sage Marketplace. In fact, Mysoft is the first UK Sage X3 partner to bring a Sage X3 specific App to the platform. Mysoft’s 250 cumulative years of experience has enabled X3CloudDocs to pass rigorous technical, functional and security testing. It’s a major achievement and not one that Sage award easily.
The Mysoft team are proud to reach this fantastic milestone and look forward to further developing the capabilities of X3CloudDocs.
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The use of automation, Artificial Intelligence (AI), and digital robotics in business has been accelerated in recent years, primarily due to Covid-19 and an increase in remote working, but also due to the recent progression of the Information Age that began in the 1970s. Advanced technology available today enables businesses to easily streamline processes through these methods to: improve efficiency and delivery of good or services; save time; reduce waste; and contain costs.
In a November 2018 article titled ‘New technology, new rules: Reimagining the modern finance workforce’, management consultants McKinsey highlighted the role of CFOs and their teams in advising operational units on the value of innovation to the overall health of the business.
Finance is expected to use sophisticated analytics to measure and manage organisational performance in operational business units. But in a McKinsey survey only 13% of CFOs said that their own Finance organisations had automation technologies at their disposal.
We are now 3 years on since that article was published and one suspects that the figures today would probably be nearer 1 in 6, or maybe 1 in 5 at best. Optimisation of available resources is a key element in improving efficiencies, but many companies in those lower to mid-market spaces are focusing on only marginal improvements in order to protect the bottom line. However, there are recent stats that indicate that the higher the level of investment in streamlining through automation within finance, the greater the likelihood of translation into increased revenues overall.
Contemporary solutions such as X3CloudDocs combine the best digital techniques along with machine learning. Automated Invoice Processing is an excellent fit for machine learning as specific invoice layouts proliferate and, once learned, the benefits of an already learned invoice layout can be shared with all users of the system.
Intelligent document management for Sage X3, powered by Mysoft.
Mysoft launched X3CloudDocs in 2020 with an aim to deliver immediate value to Finance departments globally through digital transformation and automation. X3CloudDocs is dedicated to saving both time and money, allowing Finance employees to focus on the things that matter most. And most importantly, let robots do robot work!
X3CloudDocs 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 provides full control, auditability and traceability. This digital transformation for your finance department provides instant cost savings and incredibly quick ROI.
Mysoft has partnered with a world-class OCR engine to fully integrate Purchase Invoice automation into the Sage X3 workflow. Discover how your finance department can work smarter with X3CloudDocs:
According to research and analysis group, Gartner, the typical cost of processing an invoice in the UK averages between £4 and £25, and in some cases even up to £50, per individual invoice. Gartner also estimates that an AP clerk can enter on average around 5 invoices per hour. This represents a significant financial and opportunity cost to UK businesses.
Mysoft’s X3CloudDocs Automated Purchase Invoice Processing module can provide a range of key business benefits which extend beyond the simple reduction in manual data entry, from increased accuracy to reduced time to settlement (accessing early settlement discounts). Above all this is an efficiency solution which enables valuable finance professionals to focus on value added tasks rather than activities better suited to robots.
There are 6 key benefits to using X3CloudDocs:
Don’t just take our word for it, hear what our customers have to say! The UK’s leading cycle part distributer, Madison, recently implemented X3CloudDocs and have already been experiencing the benefits in their finance team. Read the full story here.
Using X3CloudDocs you can receive invoices either by email or in scanned form and then process them electronically through the OCR engine. Using a Mysoft-developed integration, it takes data that you maintain in Sage X3, such as suppliers, GL accounts and purchase orders, and uses this information in the coding of the invoice. If your invoice refers to a purchase order, for instance, then you can teach X3CloudDocs where to find details such as quantities, prices and amounts on the document, to enable automatic matching for this and future invoices from your supplier.
You can then send your invoices for approval, if required, before the integration piece automatically picks up processed invoices and creates the appropriate invoice documents in Sage X3, complete with an image of the invoice saved as an attachment, ready for you to continue the posting and payment process.
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