What is the difference between XML invoice standards, profiles, and definitions?

In the realm of Kofax ReadSoft Invoices and Smart XML, the concepts of XML invoice standards, profiles, and definitions are the same and yet different. It can be beneficial to understand the similarities and the differences.

XML invoice profiles

An XML invoice profile is a template in Kofax ReadSoft Invoices that specifies how a set of XML invoices is handled in connection with Smart XML. The supported XML invoice standards mentioned above are provided as the initial XML invoice profiles in the system. A General XML invoice profile has also been provided to cover those XML invoices that do not follow one of the other standards.

In Kofax ReadSoft Invoices you can also create new profiles based on any of the existing ones (or even XML invoice definitions) which means that you can create a template for subsets of a standard in specific situations.

  • If you receive XML invoices from multiple subsidiaries of the same corporation.
  • If you receive invoices from different suppliers that use the same ERP system.
  • If you need to extract specific fields for a subset of your suppliers.

When you have many different XML invoice definitions in connection with an XML invoice profile, the benefit is the ability to make changes to all of the XML invoice definitions at once (meaning that you do not have to redo the same tasks over and over again for multiple XML invoice definitions).

Note that once a new XML invoice profile has been created, it no longer has any connection to the profile it is based on. If you want to make the same changes to both profiles in this case, it will have to be done separately in both.

XML invoice definitions

The benefit of having XML invoice definitions is that you can make adjustments for a single supplier without affecting other invoice definitions that belong to the same invoice profile.

Note You may be able to process XML invoices for a supplier without a dedicated XML invoice definition if the XML for the invoice follows the underlying standard close enough.