Connect KashFlow to EDI instantly
Join thousands of businesses moving EDI orders, invoices and fulfilment updates between KashFlow and their trading partners on XEDI, no manual re-keying.
No credit card needed ✦ Free EDI mailbox included
Getting started with KashFlow EDI
XEDI takes on the retailer relationship and puts the resulting invoices into KashFlow, so a small business can supply a retail account without changing how it does its books.
One managed platform, no custom code
XEDI maps KashFlow to your trading partners and validates every document, so data flows straight into the systems your teams already use.
KashFlow does the books, and a retailer wants rather more
KashFlow keeps a small business's accounts in order, and does it without demanding much of the person running it. What it does not do is carry a retailer's trading terms, produce a despatch advice with pallet detail, or manage an order through to delivery.
So those stay here. KashFlow receives the invoice and your bookkeeping continues exactly as it is, which for a business of this size is usually the whole of what anybody wanted.
The retailer's requirements are the actual work, and they are ours
A supermarket or wholesaler will specify identifiers, document formats, labelling and timing, none of which is negotiable and most of which is unfamiliar. For a business without an operations team, that is where the difficulty genuinely sits.
We already hold those requirements for an extensive list of retailers, so nothing has to be interpreted by you. The order arrives in the portal, the documents go back in the right shape, and the invoice reaches KashFlow.
What your team sees day to day
You get an EDI mailbox and a portal that behaves like an inbox. The retailer's order lands there, you are told, and everything from confirming to invoicing happens in the same place.
That order becomes the despatch advice, adjusted if you are sending more or less than ordered, carrying SSCC pallet labels, and then the invoice once delivered, with delivery of it confirmed in the dashboard.
KashFlow receives the invoice so the books are right. Nothing else about how you work has to change, and for most businesses at this size nothing else should.
Documents you can exchange
- Retailer orders received and worked in the portal
- Order acknowledgements returned to the retailer
- Despatch advice and ASN messages from what you ship
- Sales invoices delivered into KashFlow
- Credit notes where a delivery falls short
Built for KashFlow teams
Whoever owns KashFlow in your business, XEDI keeps EDI accurate and hands-off.
- Small UK businesses
- Owner-managed producers
- Bookkeepers
- Businesses supplying one or two retail accounts
- Anyone meeting an EDI requirement for the first time
KashFlow EDI document types
The EDI documents belong to the retailer. KashFlow's part is the invoice.
| Document | What it carries | Direction |
|---|---|---|
| Purchase orders | The retailer's demand with delivery window, terms and identifiers, received in the portal. | Retailer to you |
| Order acknowledgements | Confirmation of what you will supply, in the format the retailer expects. | You to retailer |
| Advanced shipping notices | A description of the actual delivery, with pallet labels for the retailer's goods-in. | You to retailer |
| Invoices | Raised against the delivery with the retailer's references, and delivered into KashFlow. | You to retailer and KashFlow |
| Credit notes | Issued where a delivery falls short, against the invoice being corrected. | You to retailer |
| Remittance detail | What the retailer has paid against, so allocation is straightforward. | Retailer to you |
How to connect KashFlow with EDI using XEDI
The aim is a retail account that works without changing how you keep your books. The sequence below is what onboarding looks like from your side.
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01
We look at how you invoice today and what the retailer has specified.
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02
We set the portal up as the place orders are confirmed, despatched and billed.
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03
We map your KashFlow customers and nominal treatment so invoices land ready for your books.
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04
We prove the flows against the retailer's requirements rather than against what KashFlow can do.
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05
You get the retail account working without a new system to run.
Ready to connect KashFlow?
Talk through documents, mapping, testing and go-live with XEDI.
Everything about KashFlow EDI
Common requirements
- KashFlow account and API access
- Customer records and nominal codes
- VAT treatment for retail sales
- How invoices are produced today
- Which retail accounts you supply
What we need from you to build it
Only what we cannot hold for you. The retailer's specification is entirely ours to meet.
- KashFlow access
- Account and API access so invoices can be delivered without anyone re-typing them.
- Customer and nominal codes
- Which customer record each retailer maps to and how retail sales should be coded.
- VAT treatment
- How retail sales are handled for VAT, since a retailer will reject an invoice that treats it differently from their expectation.
- How you invoice today
- Who raises invoices and how, because that step moves into the portal.
- Which retail accounts you supply
- Who has listed you, and who is still in conversation. Their requirements are already ours.
Why suppliers choose XEDI for KashFlow
- A retail listing does not require new software, new staff or learning what EDI is.
- The retailer's formats, labels and timing are handled entirely by us.
- Invoices arrive in KashFlow so your bookkeeping is unaffected.
- There is no integration to justify beyond the invoice, and we will not pretend otherwise.
- If the retailer raises something, it comes to us, not to whoever happens to pick up the phone.
Can KashFlow handle EDI?
No, and it is not meant to. KashFlow keeps your accounts; a retailer needs trading documents, labels and timing that sit outside bookkeeping entirely. Those are handled here and the invoice reaches KashFlow.
A supermarket wants us to trade by EDI. Where do we start?
Usually with nothing to install. Their requirements are almost certainly already held by us, you would work their orders in the portal, and the documents they expect are produced for you.
Do we need to change accounting software?
No. KashFlow continues as it is, receiving the invoice. Changing it would not make the retailer's requirements any easier.
Plan your KashFlow EDI setup
Everything you need to scope, map and go live with KashFlow, in one place.