Process XML invoices using Collector: Overview

Using Collector together with Kofax ReadSoft Invoices provides improved functionality to automatically interpret XML invoices in various standard formats received by email or taken directly from a specified file folder. For those invoices that do not conform to a standard format or use one incorrectly (so that the fields are not found automatically), you can use the XML Mapper in Optimize to quickly map the XML values that need to be captured to the correct fields in the invoice. This results in a supplier-specific invoice definition that makes it possible to automatically process subsequent XML invoices from the same supplier.

Note Collector must be installed separately. System requirements, installation, and initial configuration procedure information is found in the ReadSoft Collector Installation and Quick start guide.pdf . More detailed information can be found in both Collector help and in this help file.

XML invoices for existing suppliers, where the XML values are not found or are incorrect, or in which additional fields need to be added, can be saved to Optimize from Verify so that the values can be mapped using the XML Mapper.

Specify that all invoices should always be displayed in Verify (that is, stop certain XML invoices from going to Optimize automatically)

XML invoices from which the supplier cannot be extracted/identified are normally sent directly to Optimize. As a result of this, these invoices do not show up in Verify. If you want to be able to see these invoices in Verify, you can stop Collector from automatically sending them directly to Optimize.

How it works

(See an illustration of the workflow).


See "Configuring the Interpret job to process XML invoices" in Collector help for more information.

  1. Receives XML invoices as attachments to email or gets them directly from a specified folder. If email is used, invoices that are XML or image based can be processed in the same job.
  2. Receives XML invoices as attachments to email or gets them directly from a specified folder. If email is used, invoices that are XML or image based can be processed in the same job.
  3. Creates a new version of the XML invoice that Kofax ReadSoft Invoices can recognize (.sxml is added to the file name before the .xml ending to differentiate it from the original file) and puts it in the folder specified for identified/processed invoices. Example:
    • Original file name: 154c-4794-b998-c4db032675db_Faktura1.xml
    • Transformed file name: 154c-4794-b998-c4db032675db_Faktura1.sxml.xml
  4. Analyzes the document structure and matches it to the supplier-specific logic on how data is to be extracted.
  5. Extracts data from the XML based on rules and learning activities.
  6. Validates the extracted data.
  7. The image displayed in Verify for the XML invoice depends on the option(s) selected in the Collector job description (see Collector help for more information):
    • Collector generates a PDF image of the XML invoice based on the information from the XML file and puts it in the same folder as the original and transformed files mentioned in step 2 above. This is the default option for the invoice image displayed in Verify. The file has the same name as the original XML file except that the ending is changed to .pdf. Example:
      • Original file name: 154c-4794-b998-c4db032675db_Faktura1.xml
      • Image file name: 154c-4794-b998-c4db032675db_Faktura1.pdf
    • An email attachment or other image file can be used instead.
    • Specific image files embedded in the XML can also be used instead.
    • It is also possible to include all embedded files and email attachments as appendixes to the invoice image in Verify.


When the job starts, Kofax ReadSoft Invoices first checks the database to see if there are XML invoice definitions that have been optimized. Invoices associated with these are reinterpreted first.

Unlike scanned invoices or imported images, there is no actual interpretation of XML invoices. Instead, the Interpret module simply extracts the data from the XML files, which is then ready to be verified. (More info.)


In Verify, you verify XML invoices as normal, correcting values as necessary. XML invoices look similar to scanned invoices. However, they are for display purposes only; no field rectangles are drawn on the image, nor is it possible to draw on the image yourself. Another difference is that suppliers/buyers cannot be adjusted in Verify. If this needs to be done, the invoice needs to be Saved to Optimize using the Invoice menu option. (More info.)

In addition, only those fields, for which values are found in the XML code of an XML invoice, are displayed in the image.


  • XML Output is recommended to transfer data from XML files. Attachments are included, and the system variables, mentioned below, that are included with the transaction description are included here automatically.
  • If a transaction description is used to send data to the target system, attachments are not included. These relevant system variables can be included:
    • #DocRef, #ImageRef, and #CertRef
    • #Imagefile, #Imagefile2, and #Pages

The reference files are moved as specified in the Transfer job.


Invoice definitions can be optimized using the XML Mapper. The Collector job can be configured to automatically save invoices that cannot be identified to Optimize. (More info.)