Flexina Sync: Free Invoice Retrieval for Your Accountant

The Challenge: Two Worlds That Need to Connect

Germany's e-invoicing mandate means your business now handles structured electronic invoices. But your accountant or tax advisor (Steuerberater) likely uses specialized accounting software. How do you get your invoices from your Peppol Box to their system without manual effort?

This is exactly the problem Flexina Sync solves. It is a free tool exclusively for accountants (tax advisors, fiduciaries) that lets them automatically retrieve their clients' invoices from Peppol Box.

The best part? Flexina Sync is completely free for your accountant. There is no cost to them, no software to install, and no learning curve.

What Is Flexina Sync?

Flexina Sync is a free tool exclusively for accountants, built into the Peppol Box ecosystem. It lets your accountant automatically retrieve the invoices you receive through Peppol Box, in the format they need.

Think of it as a postal service between your digital inbox and your accountant's desk. Once configured, it runs in the background without any intervention from you or your tax advisor.

Four Retrieval Methods for Your Accountant

1. Email with Download Link

Your accountant receives an email with a download link for each invoice, available in PDF or XML format. This is the simplest method and works with any email client and any accounting software.

2. Web Portal

Your accountant gets access to a secure web portal where they can view, filter, and batch download your invoices at any time. This is particularly useful during tax season or audit preparation when they need access to specific documents.

3. Desktop Application

For advanced workflows, your accountant can use the Flexina Sync desktop application (available for Windows and Mac) which provides automatic folder synchronization, format choice (PDF or XML), and configurable retrieval frequency. This integrates seamlessly with accountants who have automated import routines set up in their systems.

4. Platform Integration

Flexina Sync integrates with existing accounting platforms such as Billtobox, Billit, and Horus. Your accountant can receive invoices directly within the tools they already use, without any additional workflow changes.

Setting Up Flexina Sync: A Simple Process

Getting started with Flexina Sync takes just a few minutes:

1. Log into your Peppol Box account and navigate to the Flexina Sync settings
2. Add your accountant by entering their email address or client number
3. Choose the retrieval method: email with download link, web portal, desktop application, or platform integration
4. Configure preferences: frequency of delivery, file formats, folder structure
5. Activate and let Flexina Sync handle the rest

Your accountant receives a notification and can access your invoices immediately. They do not need to create an account, install software, or change their existing workflows.

Benefits for Your Business

• Save time: No more collecting, sorting, and delivering paper documents or email attachments to your accountant
• Reduce errors: Automated delivery eliminates lost invoices and manual transcription mistakes
• Stay organized: All invoices are centralized in your Peppol Box with automatic backup
• Secure storage: Your invoices are stored with encryption in Europe, GDPR-compliant
• Real-time access: Your accountant sees new invoices as they arrive, enabling faster bookkeeping

Benefits for Your Accountant

• Zero cost: Flexina Sync is completely free for tax advisors
• No new software: Works with their existing tools and workflows
• Structured data: E-invoices contain machine-readable data that eliminates manual data entry
• Automatic delivery: No more chasing clients for missing invoices
• Multiple clients: If several of their clients use Peppol Box, all invoices are organized per client

Flexina Sync and the E-Invoicing Mandate

The phased e-invoicing rollout makes Flexina Sync particularly valuable:

• 2025 (now): You receive e-invoices and Flexina Sync automatically forwards them to your accountant
• 2027-2028: When you begin sending e-invoices, copies are also delivered to your accountant for their records

As invoice volumes grow with the expanding mandate, the automation provided by Flexina Sync becomes increasingly valuable. What starts as a convenience becomes a necessity.

Paper Receipts? Add Flexina Scan

Not everything arrives as an e-invoice yet. For paper receipts, handwritten invoices, and other physical documents, the free Flexina Scan app complements Flexina Sync perfectly:

• Scan paper documents with your smartphone
• Automatic upload to your Peppol Box
• Flexina Sync delivers these scans to your accountant alongside your e-invoices
• Everything in one place, nothing falls through the cracks

Frequently Asked Questions

Does my accountant need to pay for Flexina Sync?

No. Flexina Sync is 100% free for accountants and tax advisors. The feature is included in your Peppol Box subscription.

Can my accountant access my Peppol Box directly?

Your accountant receives only the invoices you share through Flexina Sync. They do not have access to your Peppol Box account or other business data.

What if my accountant uses a less common platform?

Flexina Sync is compatible with any software that accepts UBL XML or PDF. This includes Expert/M, WinAuditor, Horus, Adsolut, Octopus, WinBooks, Yuki, Venice, Sage BOB, Exact Online, ClearFacts, and many more. The four retrieval methods (email, web portal, desktop app, platform integration) ensure coverage for virtually every workflow.