Set up an automatic export job for invoices

Only account admins can perform this task.

You can set an automatic export job to automate manual task of exporting all invoices.

The automatic export job collects all invoice documents with Ready to export status on a recurring basis and generates the configured output for the export facility (e.g. a file for file-based export facilities or sends the data to the third-party system for API integrations). It is compatible with all finance/ERP systems.

The date on which the export job is triggered is taken as the earliest posting date. This means that any invoices with a posting date that falls before this date are exported with the posting date as the export job date.

You can set up automatic export jobs per invoice export facility. This means that if you have multiple export facilities set up for a specific legal entity, you can set up an automatic export job for each one of them. However, only one export facility can be active for the legal entity at a time.

Setting up the export job for invoices

The automatic export job is configured as part of the invoice export settings in Settings > Integrations, Invoice export.

The steps to set up an automatic export job depend on your existing setup.

If you haven’t set up invoice export yet:

  1. Go to Settings > Integrations, and click Invoice export.
  2. Select the company and the financial system to export to.
  3. Click Start setup to set up a new export system.
  4. Configure the setup for the export system (i.e. configuration, and authentication, as applicable).
    You skip the Automation tab at this point, as you can‘t configure it yet.
  5. Click Save to return to the Invoice export tab overview.
  6. Select the export system you’ve just set up and want to activate an auto-export job.
  7. Go to the Automation tab, and activate the auto export toggle.
  8. Determine the settings for your export job.
  9. Click Save to apply the changes.

If you have already set up an export facility, choose the export facility for which you want to activate an auto-export job:

  1. Click on the export system, go to the Automation tab, and activate the auto export toggle.
  2. Determine the settings for your export job.
  3. Click Save to apply the changes.

Caution: Auto-export job settings can only be configured for active setups, not for integrations in inactive/draft status. To set up an auto export job, you need to either activate the export facility first (if inactive) or finish the setup (if draft).

Note: If you have previously set up an automatic export job for a company, you can also view and edit the job settings in the Automation tab, if required.

Export job settings

Field Description
Export frequency

Determines the frequency of the export. You can choose:

  • Hourly: The export job runs on an hourly basis. This is recommended if the organization has a high number of documents to export. The export job is performed on the hour, e.g. at 9:00, 10:00, 11:00, etc.
  • Daily: The export job runs on a daily basis, every day of the week. The export job is performed at 02:00 AM CET (00:00 UTC).
  • Weekly: The export job runs on a weekly basis for the selected day. You can choose which day of the week you want to perform the export. The export job is performed at 02:00 AM CET (00:00 UTC).
  • Monthly: If selected, you can choose the specific day (1-31) on which you want the export job to take place.

If the month does not end on the 31, the export job takes place on the previous day. The exact time is 02:00 AM CET (00:00 UTC).
Day of the month Only displayed if you select the export frequency as monthly.
On behalf of

Select the finance user to appear as the person who performed the export job when the automatic export task is triggered.

Only users with the Finance role are displayed in the list. You must select at least one user.

You can set up a specific user for automatic export jobs and assign them as a Finance role so that you can identify in the logs that this task was not performed by a real user, rather done automatically.

Note: Export jobs use Coordinated Universal Time (UTC). Since UTC does not take into account daylight saving times, there may be differences in the times for scheduled jobs. For example, if a customer sets up a job for every 4 hours, then that would mean during DST time (summer months in Europe), the export would occur at 06:00, 10:00, 14:00, etc. CEST. During standard time (winter months in Europe), the export would occur at 05:00, 9:00, 13:00, etc. CET.

Stopping an automatic export job

To deactivate the automatic export job, simply click the corresponding export facility in the Invoice export tab and turn off the Auto-export invoice option.

Changing the export job frequency

To change the frequency of an export job:

  1. Go to Settings > Integrations.
  2. Go to Invoice export and click Manage.
  3. Select the export system where you want to change the job.
  4. Go to the Automation tab.
  5. Select a different frequency in the export job settings.
  6. Click Save.

Warning: If you deactivate an export system, you also deactivate the corresponding automatic export job.

Preventing finance users from exporting manually

You can prevent finance users from manually exporting invoices (Finance > Review > Export). This means that the export button does not appear if they select an invoice in the Export overview or in the invoice detail view.

To disable manual exports:

  1. Go to Settings > Supplier invoices > Invoice settings
  2. In ERP settings, select Disable manual exports.


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