Automated Invoice Processing with Xtracta Sage 200 Evolution Integration

The Client

Ecstassea Investments Limited is a financial and investment management company providing structured solutions and operational support for corporate clients.

The company manages a high volume of financial documents and sought a way to automate its invoice processing and data entry workflows between Xtracta, a document extraction platform, and Sage 200 Evolution, its core accounting system.

The Challenge

Before the integration, Ecstassea’s finance operations faced significant manual effort in transferring invoice data from scanned documents into Sage Evolution.

Key challenges included:

• Manual processing of invoices and vendor data, leading to delays and errors.
• Limited visibility into synchronization failures and exceptions.
• Dependency on separate installations for each Sage client environment.
• High setup time for new clients (2–3 months) due to manual mapping and configuration.
• Inconsistent invoice validation, especially across multiple Sage Evolution versions.

Ecstassea aimed to reduce onboarding time for new clients, automate invoice synchronization, and centralize logging and monitoring while maintaining data accuracy and compliance.

The Solutions

Satva Solutions designed a robust integration framework connecting Xtracta’s OCR-based document extraction API with Sage 200 Evolution’s SDK.

The goal was to create a scalable, multi-client synchronization system capable of handling high invoice volumes and ensuring reliable data flow between systems.

The Designed Solution Included:

1. Automated Data Extraction

   • Leveraged Google Vision OCR via Xtracta to capture invoice details such as supplier codes, invoice numbers, VAT, and line items.
   • Implemented data mapping logic to match extracted fields with Sage Evolution data structures.

2. Centralized Synchronization System

   • Built a Windows service using .NET Core that managed scheduled or real-time syncs between Xtracta and Sage Evolution.
   • Supported multiple Sage clients from a single instance, reducing deployment overhead.

3. SQL Server Data Management

   • Created a central SQL database to handle authentication tokens, client configurations, and synchronization logs.
   • Maintained audit history for each processed invoice with success and error tracking.

4. Multi-Version Sage Support

   • Designed the launcher mechanism to detect and load version-specific Sage SDK DLLs automatically.
   • Enabled smooth compatibility for Sage Evolution version 11.1.8.0 and future updates.

5. Error Tracking & Notification

   • Developed a structured exception management process, ensuring failed documents were flagged and retried as needed.
   • SMTP-based alerting proposed for future monitoring.

6. Workflow Customization

   • Planned workflow flexibility through role-based access and field validation rules, enabling each user group to control mappings and validations according to business needs.

Key Features

• End-to-end invoice data automation using OCR and Sage SDK
• Multi-client and multi-version support within a single synchronization service
• SQL-based logging, audit, and configuration management
• Automated error handling and retry mechanisms
• Configurable scheduling for real-time or periodic syncing
• Role-based access for configuration and monitoring

Results & Business Impact

This integration architecture provided Ecstassea with a foundation for digital transformation in its financial operations.

Even before full deployment, the consulting and design work delivered significant clarity and efficiency for future implementation.

• Reduced client onboarding time from months to weeks (projected)
• Improved invoice accuracy through automated OCR data validation
• Centralized monitoring and logs for easy troubleshooting
• Lower maintenance overhead through shared service architecture
• Future-ready design for integration with fiscal systems like FDMS and QR-based tax verification

Conclusion

Satva Solutions helped Ecstassea Investments design an intelligent Xtracta–Sage Evolution integration that automates invoice data flow, improves financial accuracy, and supports multi-client scalability.

By combining OCR, REST APIs, and the Sage SDK into a single synchronization system, the project laid the groundwork for a powerful automation framework capable of transforming how financial data is processed and managed across client accounts.

Satva Solutions continues to support enterprises in OCR-driven accounting automation, Sage integration consulting, and financial system modernization.