Sage X3 and AvidXchange integration

What moves between them

The primary flow moves from Sage X3 into AvidXchange. ml-connector polls Sage X3 for new and modified supplier invoices, maps them to AvidXchange invoice format (vendor code, amount, GL account, description), and submits them to AvidXchange for approval routing. Vendor master data flows the same direction to ensure AvidXchange has current supplier information. Payment status and executed-payment records are polled from AvidXchange on a schedule and posted back to Sage X3 to mark invoices as paid. GL codes and accounting dimensions are validated in both directions so invoices code to valid accounts.

How ml-connector handles it

ml-connector stores the OAuth2 client credentials for AvidXchange and either OAuth2 bearer token or HTTP Basic Auth credentials for Sage X3, with refresh token handling for X3's 5-minute expiry cycle. Since Sage X3 has no webhooks, ml-connector polls X3 on a schedule by querying the modifiedDateTime field to find invoices and vendors added or changed since the last poll. Vendor names and supplier IDs are mapped to AvidXchange's vendor structure before invoice submission. Each invoice is submitted with its Sage X3 PO number as a reference so approval workflows can trace back to the source document. AvidXchange rate limits are handled with exponential backoff, and a full audit trail captures every invoice received, approved, rejected, or paid. If an invoice submission fails, the job is queued for retry with the same idempotency key so AvidXchange does not create duplicates. X3 GL entries are pulled from the gaccount entity and validated before mapping invoice amounts to GL codes in AvidXchange.

A real-world example

A mid-sized manufacturing distributor runs Sage X3 for order-to-cash and procurement, and uses AvidXchange to route invoices for approval and execute NACHA payments. Before integration, the AP team received supplier invoices in email or through a customs supplier portal, manually keyed them into X3 and AvidXchange separately, and tracked payment status by checking both systems or asking sales to inquire with suppliers. Duplicate invoices were submitted by accident, and approval delays in AvidXchange were not reflected in X3 until the CFO dug into discrepancies at month-end. With Sage X3 and AvidXchange connected, each received invoice appears in both systems automatically, coding to the correct GL account and PO. Approvers route through AvidXchange, and payment status syncs back to X3. Month-end close is faster because X3 already shows what is approved and what is waiting.

What you can do

• •Pull supplier invoices from Sage X3 and submit them to AvidXchange for approval routing and payment.
• •Keep vendor master data in AvidXchange synchronized with suppliers in Sage X3.
• •Map Sage X3 GL accounts to AvidXchange GL codes so invoices route to the correct ledger accounts.
• •Sync payment status from AvidXchange back to Sage X3 to mark invoices paid without re-keying.
• •Handle Sage X3 token refresh (5-minute expiry) and AvidXchange OAuth2 credentials with retries and a full audit trail.

Questions

How does ml-connector handle Sage X3's 5-minute token expiry?

ml-connector uses the X3 refresh token (valid 30 days) to obtain a new access token automatically when a call receives a 401 response. Token refresh is transparent to the user; the integration continues without manual intervention. Refresh tokens are stored encrypted alongside OAuth2 credentials.

Does the integration work with on-premise Sage X3, or only cloud?

It works with both. On-premise X3 requires HTTP Basic Auth to be enabled in nodelocal.js by the customer administrator, and ml-connector needs the server URL and port. Cloud X3 uses OAuth2 bearer token authentication. The per-customer X3 folder and endpoint name must be configured in ml-connector for each deployment.

What happens if an invoice submission to AvidXchange fails?

ml-connector queues the invoice for retry using the same idempotency key, preventing duplicate submissions in AvidXchange if the first request timed out or returned a transient error. Every attempt is logged in the audit trail with the request and response. If retries exhaust, the invoice is flagged for manual review.