The Problem
A Swiss enterprise client running both Exxas and Proffix ERP systems was managing data in silos. Staff exported documents manually between systems, introducing delays and duplication. The business also needed a reliable archiving pipeline into Kendox — their document management system — with support for scheduled syncs and on-demand admin-triggered transfers.
What We Built
A GoFlow integration that authenticates with Exxas, fetches documents changed since the last run, deduplicates against existing Kendox records, and syncs the delta into Proffix — automatically on schedule, with an admin trigger for manual runs when needed.
Incremental Sync with Execution Tracking
The workflow records the timestamp of every successful run. On the next execution it fetches only documents modified or created since that point, keeping runs fast regardless of total document volume.
Multi-Type Document Handling
Four document types are handled in parallel branches: accounts receivable (ar), delivery notes (es), purchase orders (ab), and laboratory documents (lab). Each type follows its own validation rules before being committed to the Kendox archive.
Deduplication & Safe Archiving
Before writing any document, the workflow checks whether it already exists in Kendox. Duplicates are skipped. New documents are staged in a temporary state, then committed permanently only after all checks pass — with automatic cleanup of temp files on success.
Admin Control
Administrators can trigger a full manual sync at any time through the GoFlow interface, bypassing the schedule without touching the underlying workflow logic. This gives operations teams confidence they can force a sync whenever needed.
Stack
- GoFlow — workflow orchestration
- Exxas — source ERP system
- Proffix — destination ERP (Swiss SME platform)
- Kendox — document management and archive
Result
Data that previously required manual exports now flows automatically across both ERPs and into the Kendox archive. The incremental approach keeps runs efficient, and the admin trigger gives the team control without needing developer involvement.