Automating Delivery Invoice Notifications in Sage X3 for a U.S. Chemical Manufacturer

In the chemical manufacturing industry, efficiency and compliance go hand-in-hand. Timely and accurate communication with customers is not just a good practice—it’s often a necessity. Every delivery must be backed by proper documentation, and delays in sharing invoices can disrupt customer trust, payment cycles, and even regulatory requirements.

One of our U.S.-based clients, a leader in speciality chemical manufacturing, wanted to eliminate the manual effort of sending delivery invoices after processing them in Sage X3. Their finance team was spending hours every week downloading invoices and emailing them to customers, which slowed down operations and left room for errors.

To solve this, we implemented an automated email notification system integrated with Sage X3’s Delivery Invoice Generation process.

The Business Requirement

The client’s key goals were to:

• Automatically send delivery invoice copies to customer contacts once generated.
• Support bulk invoice generation without missing individual customer communications.
• Attach invoices as PDF files to maintain compliance and audit trails.
• Reduce dependency on manual effort by the finance team.

The Challenge

Standard Sage X3 functionality provides the ability to generate delivery invoices, but it does not natively:

• Map generated invoices directly to customer-specific emails.
• Handle multiple records in one go with automatic notifications.
• Attach and dispatch invoice PDFs without user intervention.

For a chemical manufacturer dealing with high-volume shipments and strict delivery documentation, this gap created delays and inefficiencies.

Our Solution: Automated Invoice Email Workflow

Our team designed a tailored automation inside Sage X3 to close this gap.

Here’s how it works:

1. Capture Invoice Records – Every time the Delivery Invoice Generation (FUNAUTINVD) function runs, the system automatically records the generated invoice numbers.
2. Workflow Setup – A custom workflow generates the invoice PDFs, builds customer-specific email content, and tags them to the right recipients.
3. Recurring Task Execution – A background task code and recurring job continuously monitor new invoice records and send out emails automatically—ensuring customers get their invoices immediately.

Below is a screenshot of the Sage X3 Delivery Invoice Generation function used in this process.

The Results

By automating this process, the chemical manufacturer achieved:

• Instant Customer Updates – Customers receive invoices within minutes of generation.
• Faster Billing Cycles – Finance teams no longer waste time on manual email follow-ups.
• Regulatory Compliance – Automatic PDF attachments ensure proper record-keeping for audits.
• Improved Customer Satisfaction – Clients appreciate timely and transparent communication.

Why It Matters for Chemical Manufacturing

Unlike other industries, chemical manufacturers face unique challenges:

• Strict compliance requirements (invoices often serve as regulatory documents).
• High-volume bulk deliveries that demand efficiency.
• Customer trust tied to transparency in transactions.

This automation not only streamlined internal operations but also aligned with the client’s need for compliance, speed, and reliability.

How GerminIT Adds Value

At GerminIT, we help businesses get more out of their Sage X3 system by building industry-specific customizations that matter. For chemical manufacturers, this means automating processes that ensure accuracy, compliance, and speed—while reducing the burden on internal teams.

Our expertise includes:

• Custom workflows and notifications.
• Automated reporting and documentation.
• Integration of Sage X3 with SEI for advanced analytics.
• End-to-end techno-functional support for implementations and upgrades.

Looking to simplify and automate your Sage X3 processes?
Let’s connect and explore how GerminIT can help your business achieve operational excellence.

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