Archiving Incoming E-Invoices with xFLOWer – Compliant and Automated

One of the most important yet frequently overlooked areas of business operations is archiving incoming electronic invoices. Digital archiving is not simply “scanning + saving” – it is a regulated, searchable, legally compliant process subject to obligations that authorities can audit.

xFLOWer's built-in invoice archiving solution offers exactly this: it not only preserves e-invoices, but also integrates their archiving into workflows, verifies it and provides evidence of it – even automatically, as soon as invoices arrive.

Legal Background: Not Just Data Retention, but Compliance

The archiving of electronic invoices is governed by the following regulations:

• Act CXXVII of 2007 (Hungarian VAT Act) – requires e-invoice retention to meet standards of authenticity, integrity and legibility.
• ITM Decree 1/2018 (VI. 29.) – details the technical and procedural requirements for digital archiving.
• eIDAS Regulation (EU 910/2014) – establishes the EU-wide framework for electronic signatures and timestamps.

Archiving is therefore more than storage: it ensures that every incoming invoice can be retrieved electronically, without delay and with its authenticity intact for the tax authority.

What Does This Mean in Practice? The xFLOWer Approach

Most companies still archive incoming invoices like this: ❌ Download from email → save manually → create a folder → rename the file → search for it later This is time-consuming and does not comply with the relevant legislation, making it

unsuitable for auditing. By contrast, the xFLOWer archiving process

works as follows: ✅ The invoice enters the system automatically (from email or through the NAV interface) ✅ The system

records its receipt and registers it

, then links it to the relevant case or approval workflow ✅ After approval, the invoice is

archived electronically with a timestamp and signature ✅ Every step is logged, traceable and auditable

Features in Business Terms – Not Just for IT Professionals

The xFLOWer archiving module is designed specifically for finance, accounting and controlling users. Key business features include:

• Automatic processing of incoming invoices from email attachments or through a NAV connection
• Automatic linking to the relevant contract, case or project
• Approval workflow support (e.g. multilevel cost centre approval)
• Tracking archiving status and the document lifecycle
• Access control and auditability throughout the entire lifecycle

Integrations: Not a Separate System, but a Connected Workflow

xFLOWer is not a standalone archiving tool, but a workflow management solution that integrates into your existing systems. Archiving connects seamlessly with other modules: 🔗 Invoice receipt from email or through a NAV connection 🔗 Invoice verification and approval based on cases or contracts 🔗 Accounting software or ERP integration (e.g. SAP, Kulcs-Soft, Libra), supported by a set of APIs 🔗 Connections to digital signature and timestamping providers (e.g. Microsec)

Why Is “Archiving Software” Not Enough?

Many software products on the market offer electronic archiving – but most lack genuine business workflow management capabilities. 📁 Archiving software stores documents. 🔄 xFLOWer manages processes

, making archiving an integral part of the system's logic. This not only provides greater legal assurance, but also

improves business efficiency – eliminating the need to search, verify and retrieve documents after the fact.

Summary: Incoming Invoices? Put Them into a Workflow!

Archiving is not an end in itself, but a means of achieving financial transparency, legal compliance and operational efficiency

. With xFLOWer, you do not have to piece this together manually across separate systems. If you are looking for a solution where incoming invoices are processed, approved and archived

within a single, connected, legally compliant workflow, get in touch with us!