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Notifications

Notifications are email alerts about document send and receive outcomes for your organisation. You choose which events to watch, who receives the emails, and whether the message is a short notice, a link, or the document files themselves.

Settings belong to you personally: one setting per event, applied to documents of the organisation your account belongs to. Switching the active organisation in the web app does not give you a second set of settings, and documents of a subsidiary notify only the users who belong to that subsidiary. If several people in the organisation enable the same event, xTool sends a notification for each of those settings.

Open Notifications

  1. Sign in to the xTool web app and select your organisation.
  2. Open Account → Notifications.

The page title is Email Notification. The subtitle names the organisation your account belongs to — notifications cover documents of that organisation.

Any signed-in user can configure their own notification emails; no special right is needed.

Events

The page has two sections. Each event is a card with its own on/off switch.

Outbound Documents

Event When it fires
Sending Completed The document was sent successfully (for example via Peppol, email, KSeF, or another send channel).
Sending Failed The document could not be delivered. The same settings are also used when an SFTP upload is rejected.

Inbound Documents

Event When it fires
Receiving Completed An inbound document was received and processed successfully.
Receiving Failed The inbound document was rejected, could not be processed, or did not pass validation. An invoice that arrives by email with validation errors is reported here, not under Receiving Completed, and the email can list those errors.

Settings on each event

Turn the switch on to enable the event, then fill in the fields. Click Save at the bottom of the page to apply all four events at once.

If you turn an event on and the address list is empty, xTool fills in your own email address. An enabled event is saved only if it has at least one address. Turn the switch off and save to stop notifications for that event.

Delivery Mode

How the notification email is sent:

Mode What the recipient gets
Simple Letter A plain email about the event, without files. For the send events and for Receiving Completed the message includes a link to open the document in xTool.
Download Link The same email as Simple Letter: a link to the document in xTool, no attached files. In this version both modes produce an identical message.
Email with Attachments The document files are attached to the email. You then choose Attachments and, if needed, Archive Content.

Email Addresses

Who should receive the notification. Press Enter or type a comma after each address. You can add several addresses.

Attachments

Available for Sending Completed, Sending Failed, and Receiving Completed. Not shown for Receiving Failed. The field also appears in Download Link mode, but files are attached only in Email with Attachments mode — in Download Link mode the selection is stored and ignored.

Choose one or more file types:

Option What is attached
Original Document The original file (for example XML or PDF as received or created).
Document Attachments Extra files taken from the invoice (for example files embedded in XML or extracted from a ZUGFeRD PDF).
PDF Visualisation A PDF view of the document. For a document that is already a PDF (for example ZUGFeRD), no separate visualisation is added — you get the PDF file itself.

Archive Content

Shown only for Email with Attachments. When more than one file would be delivered, xTool adds a ZIP archive in addition to the loose files. Choose what goes into the ZIP: original document, document attachments, PDF visualisation.

The ZIP is filled by file type: Original Document collects XML files, PDF Visualisation collects PDF files, and Document Attachments collects everything that is not XML. For a ZUGFeRD PDF the original file is therefore picked up by Document Attachments, not by Original Document.

The field is also shown for Receiving Failed, but has no effect there — that event never carries attachments.

Notify Sender

Available only for Receiving Failed, and only for documents that arrive by email. Peppol, KSeF, and other inbound channels ignore this switch.

When this is on, xTool also sends the rejection email to the address the invoice email came from (the supplier's mailbox). If that address is already in Email Addresses, they still receive only one email.

Use this together with the sender whitelist so rejected senders can learn why their invoice was not accepted.

Configure a notification

Received invoice

  1. Open Account → Notifications.
  2. In Inbound Documents, turn on Receiving Completed.
  3. Choose a Delivery Mode:
    • Simple Letter or Download Link — notify without attaching files.
    • Email with Attachments — include the document in the email.
  4. Enter recipient Email Addresses.
  5. If you chose Email with Attachments, select Attachments (original, document attachments, PDF visualisation). If several files will be sent, set Archive Content for the ZIP.
  6. Click Save.

This event covers successful receipts only. If you also want to hear about invoices that arrive with validation errors, turn on Receiving Failed as well.

Rejected inbound document

  1. Open Account → Notifications.
  2. In Inbound Documents, turn on Receiving Failed.
  3. Choose a Delivery Mode and enter Email Addresses.
  4. Optionally turn on Notify Sender (applies to invoices that arrive by email).
  5. Click Save.

This event never carries files, so Attachments is hidden and Archive Content has no effect.

When Receiving Failed fires

Typical reasons:

  • The sender is not on the whitelist (when the whitelist is enabled).
  • The email has no supported invoice file (XML or PDF).
  • The format is not supported (for example an outdated ZUGFeRD 1.0 file).
  • Processing failed on the receive channel (Peppol, email, or another inbound channel).
  • The invoice was created but did not pass validation — the email then lists the validation errors.

The notification includes a readable reason. File names from the message appear only when the invoice was already recognised and created. For rejections that happen earlier — whitelist, no supported file, unsupported format, processing error — the email carries the reason without a file list.

What the email contains

Part Typical content
Subject A short status line, for example that a document was sent, received, rejected, or could not be processed.
Body Document number and issue date, sender or recipient, and the channel (for example Peppol or Email). Failed events include an error description. Inbound email events can list attached file names and validation errors.
Link A button and URL to open the document in xTool. Present for the send events and for Receiving Completed; the Receiving Failed email has no link.
Attachments Only if Delivery Mode is Email with Attachments and you selected file types.

Notifications are email only. This version does not send in-app alerts or webhooks.

Related settings (not on this page)

Setting Where What it is
Sender Whitelist Interfaces → Mailbox Configuration Who may send invoices to the organisation mailbox. See Receive by email.
Inbound invoices Interfaces → SFTP Configuration Choose how successfully received invoices are written to the SFTP download folder. See Send and receive via SFTP.
Email templates Channels → Email → Email Templates Wording of the invoice email you send to a customer. See Email templates.

Next steps

← Platform · Receive by email · Email templates