Document Automation: invoices, statements and POs
Your invoices, statements and purchase orders, drawn from Spire on your own letterhead and emailed to the right people. It watches Spire for each new invoice and sends it, holds it for someone to release, or leaves it alone, by rules you set, and it keeps every copy exactly as it went.
Key capabilities
- New invoices emailed as Spire posts them, or held for release, by your rules
- Follows each customer's own Spire setting for how they take invoices
- Rules on terms, amount, territory, customer type, your own Spire fields and more
- Statements with copies of the open invoices, and issued POs to the vendor
- Every copy kept exactly as sent, with what each mail server said
- Test mode catches every message until you are ready
The flow, end to end
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Decide who gets what
Each customer's own setting in Spire says whether they take invoices and statements by email. Change it for one customer in Nexus without touching Spire, choose which of their contacts receive each document, and copy your own people.
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Write the rules
Send, hold or leave each new invoice by its terms, its total, the customer, the customer type, or any of your own user-defined fields in Spire. Try the rules on the last 7, 30 or 90 days of invoices to see what each one would have done, with nothing sent.
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Let invoices go as Spire posts them
Every couple of minutes Nexus picks up the invoices Spire has posted, draws each one on your letterhead and emails it, or holds it until someone releases it. Switching it on never sends an invoice posted before.
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See what went
Every send shows the copy that went, each address, and what its mail server said. The log says what happened to each invoice and why, and flags any customer with no email on file so someone can send it by hand.
A Nexus add-on
Document Automation draws on the same live data as everything else you run on Nexus, so it works in step with your other modules: no syncs, no exports. Add it on top of the platform: a monthly fee per company, scaled to your plan, with no per-seat charge.
What people ask about Document Automation
Does it change anything in Spire?
No. It reads invoices, statements and purchase orders as Spire holds them and writes nothing back. Who gets what by email can be set in Nexus without changing the customer in Spire.
Will it email old invoices when we switch it on?
No. The first time it looks, it only notes where Spire is, and it works on the invoices posted after that.
Can we hold large invoices for review?
Yes. A rule can hold any invoice over an amount, or by terms, customer or any other field. Held invoices wait on one screen, with the rule that held them, until someone with the right permission releases them, one at a time or all together.
Can we test it before customers see anything?
Yes. While test mode holds an address, every document goes to that address instead, with the intended recipient named in the subject.
Do statements and purchase orders go by themselves too?
Invoices do. A statement or a purchase order is sent by a person from the same screen in a few clicks: pick the customer or type the PO number, check who it goes to, and send. Only a purchase order Spire has issued can go.
What do our customers receive?
One email per address with the document attached as a PDF on your letterhead. A statement can carry copies of the open invoices, and an invoice sent again goes as the same copy, never a second version.
Add Document Automation to your Nexus
Book a demo and see it running on your own data, connected to the systems you already use.