ProjectPlace

ProjectPlace is a dynamic organization operating across three countries: Norway, Sweden, and Denmark. With a strong customer base of around 119 clients, they specialize in handling e-invoices and credit notes through IMAP gateways in each country.

Same-day deployment

Days to Deploy

99.5%

Accuracy for Top 4 Fields

90%

Reduction in Data Entry Time per Field

Processed and delivered within hours

Urgent Invoice Processing Time

Industry

Invoicing and Document Processing (Norway, Sweden, Denmark)

Document types

N/A

Location

Norway, Sweden, and Denmark

Integrations

N/A

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ProjectPlace

  • Industry: Invoicing and Document Processing (Norway, Sweden, Denmark)
  • Customer Since: 2018
  • Solution Delivery Timeline: Within the same day
  • Number of Dealers Onboarded: Approximately 119 across Norway, Sweden, and Denmark

Overview: Introduction to the Customer

Their invoicing needs are country-specific, with each region utilizing different XML formats. This makes PDF-to-XML conversion a core function in their workflow. ProjectPlace relies heavily on our automated PDF conversion service to ensure that invoices and credit notes are processed quickly and accurately—tailored to the regional formats such as BISV3, HUBXML, and OIOUBL.

The Challenge: Managing Multi-Country Mapping and File Formats

ProjectPlace required a flexible solution to accommodate the diverse invoicing standards of three separate countries. Each country used a different XML format and invoicing structure. Additionally, supplier invoices arrived in PDF format, which had to be converted based on country-specific requirements:

 

  • Denmark: OIOUBL, HUBXML, BISV3
  • Norway: BISV3
  • Sweden: HUBXML and BISV3

 

The challenge was to manage this variety in document formats and ensure accurate, automated mapping and conversion for each country. Without automation, the manual handling of PDF invoices would have led to slower processing, increased errors, and scalability issues.

The Solution: Customized PDF to XML Conversion Services

To address these challenges, we implemented a robust and flexible PDF conversion platform tailored to ProjectPlace’s multi-country needs. The core of the solution is designed around:

 

  1. IMAP Gateway Integration: Each country has its own dedicated IMAP gateway. ProjectPlace sends PDF invoices and credit notes to the relevant country-specific gateway. The system then automatically processes each document according to the country’s invoicing standards.
  2. Dynamic PDF-to-XML Conversion: The platform identifies the file format requirements based on the country and trading partner. PDF files are automatically converted to the appropriate XML structure:
      • Denmark: PDF to HUBXML or OIOUBL
      • Norway: PDF to BISV3
      • Sweden: PDF to HUBXML or BISV3
  3. Real-Time Mapping Adjustments: If ProjectPlace encounters any issues with mapping or formatting, we provide real-time support and adjust the mappings as needed. This ensures that the service is always aligned with their evolving requirements and compliance needs.

Technology and Services Used

Our service offering includes:

 

  • Automated PDF Conversion Engine: Converts incoming PDF files into structured XML formats (BISV3, HUBXML, OIOUBL).
  • IMAP-Based Routing System: Country-specific IMAP inboxes route documents for automated processing and conversion.
  • Dynamic Mapping Layer: Enables fast updates to mapping rules based on client feedback or document structure changes.

The Result: Seamless and Scalable Invoicing

Our collaboration with ProjectPlace has resulted in measurable improvements across several operational areas:

 

1. Efficiency and Speed:

  • Same-Day Delivery: Invoices are processed and delivered within hours.
  • Streamlined Workflows: Fully automated, eliminating the need for manual conversion.

 

2. Accuracy

  • Minimized Errors: Intelligent mapping and validation reduce human error.
  • Reliable Formatting: Ensures compliance with each country’s invoice format requirements.

 

3. Scalability

  • Supports Business Growth: The platform easily scales as ProjectPlace expands its customer base.
  • Multi-Country Compatibility: Easily adaptable to support more formats or regions.

 

4. Enhanced Customer Satisfaction

  • Instant Issue Resolution: Mapping updates and customizations handled swiftly.
  • Improved Transparency: Better reporting and document tracking capabilities.

Conclusion: A Reliable Partner in Digital Invoicing

With operations spanning three countries and over 100 clients, ProjectPlace needed a reliable and scalable invoicing solution. Our PDF-to-XML automation and real-time mapping services have enabled them to streamline invoice processing, reduce errors, and support operational growth across all regions.

 

ProjectPlace remains a satisfied and long-term client, benefiting from our commitment to responsiveness, customization, and high-quality service delivery.