The accounting team was still creating many invoices manually. Invoices were structured and generated differently for each product or service being billed. There was no shared system or consistent numbering across invoice types. The goal was therefore to automate invoice generation within a single system.

I spoke with the accounting team and the people affected by the planned improvements to better understand their work and the difficulties they faced. This helped me identify what took the most time, where errors were more likely to occur and what the new system could offer them. In parallel, I studied the invoicing requirements relevant to the project, including numbering rules, mandatory details and structured electronic formats. I used this functional and regulatory analysis to break down the development work into epics and user stories, which we then refined and validated with the CTO and developers.

I introduced a common numbering scheme across all invoices, replacing the different rules used until then. I also designed a new PDF invoice template that included the missing mandatory details and created the corresponding XML structure for generating Factur-X invoices, which combine a PDF/A-3 document with embedded XML. This work was intended to prepare the invoices for transmission through our approved platform.