Connectax BYXML – Automated retrieval and processing of incoming invoice data

Which companies need automated incoming invoice data processing?

Our automated invoice retrieval and processing service is primarily ideal for companies and corporate groups where handling supplier invoices is time-consuming and requires several hours of manual work every day.

Based on the following features, you can quickly determine whether it is worth implementing an automated invoice retrieval solution at your company:

• High volume of supplier invoices: If many invoices arrive daily/weekly, automated retrieval of incoming invoice data from NAV Online Számla can significantly reduce administration and speed up processing.
• Automated data supply for accounting and ERP is important: If the goal is for invoice data retrieved from NAV to be transferred quickly and reliably into an ERP system, an accounting system, or a data platform, structured data transfer is essential.
• Need for strong controls and better data quality: If invoice data reconciliation, data quality validation, discrepancy detection, and the preparation of reports and control checklists are key requirements, automation provides a more stable and auditable operation.
• Multiple legal entities within a corporate group: If invoices must be managed across multiple companies, it is important that incoming invoice data is available separately by legal entity in distinct datasets—making integration and processing clearer and more transparent.

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What functionalities does the automated invoice retrieval and processing service provide?

• Automated incoming invoice data retrieval (NAV Online Számla integration)
  The service retrieves and processes incoming invoice data available from the NAV Online Számla system on a scheduled basis, automatically multiple times per day. This supports automation of incoming NAV invoice data, reduces manual data collection, and mitigates accounting errors and VAT risks arising from incomplete or inconsistent data.
• Standardised JSON output – fast ERP and accounting integration
  The cleansed, structured JSON invoice dataset is an ideal basis for ERP integration using NAV invoice data, for accounting system integration, and for connecting to data platforms. The standardised output provides a stable foundation for automated controls, invoice data reconciliation, data quality checks, and reporting.
• Separate datasets by legal entity
  For corporate groups and multi-entity environments, the service supports transparent, well-separated invoice data delivery. Incoming invoice data processing from NAV can therefore be implemented in an orderly way, separated by legal entity.
• Dedicated, encrypted sFTP storage – secure data transfer
  The generated datasets are made available on a dedicated, encrypted sFTP repository provided by Connectax, enabling secure data transfer and a controlled, automatable data flow towards ERP and accounting systems (e.g. encryption, auditability, access management).
• Cloud-based operation with continuous availability (SaaS)
  Connectax platform services are available in a cloud-based SaaS model, with no on-premises installation required, fast onboarding, short lead times, and scalable operation in a corporate environment.
• Expert support on demand
  Technical and expert support can be provided during implementation, integration, and ongoing operation—optionally with enhanced response-time support packages, as well as consultancy on integration and control processes.

Manual invoice processing: key risks and consequences

When handling and processing incoming supplier invoice data, several typical risks may arise—especially if the process is partially manual, or if it is not supported by a sufficiently regulated invoice data reconciliation process and proper data quality controls.

Data quality risk may occur when incoming invoice data is incomplete, has varying structures, or is not in a consistent format. In such cases, the likelihood of accounting errors increases and may even lead to inaccuracies in VAT settlement.

PDF/OCR-based processing can reduce manual data entry; however, due to supplier-specific invoice layouts and varying document quality, extraction accuracy can fluctuate. As a result, it typically requires more exception handling and manual validation. In addition, OCR solutions require initial configuration and continuous maintenance (e.g. template changes, new suppliers), which can lead to data quality discrepancies, additional reconciliation effort, and accounting and VAT settlement risks.

Why choose RSM’s automated invoice retrieval and processing service?

RSM Hungary’s digital team provides an assessment of the technical and regulatory prerequisites for implementation, professional support for delivery, and coordination of the implementation steps.

• Connectax solutions are developed by tax and IT experts with dedicated experience in compliance and cloud-based application development.
• We protect the sensitive invoice data processed during the service in line with the strictest requirements, acting as a GDPR-compliant data processor.
• RSM’s international network spanning nearly 120 countries provides additional backing and visibility into the experience of existing international solutions for our partners and clients.

Would you like to receive incoming invoice data in an automated, standardised format?

Ensure smooth processing of incoming invoice data with our BYXML solution.

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