case study
Mandates are arriving market by market, each with its own formats, networks and deadlines. JAF shows how a single API connection to a specialist partner allows a long-established in-house invoicing platform to keep running — while country-specific compliance is delivered in a structured, repeatable way.
Results at a glance
One central API instead of local point solutions
Rather than managing multiple regional providers, JAF connected its established platform directly to ecosio’s API, creating a single channel for European tax compliance.
Lean, scalable infrastructure
JAF processes between 13,000 and 16,000 documents a month across its active markets, remaining consistently compliant without additional administrative effort.
Proactive operational transparency
The team moved to exception-based automation. Country locations now monitor, search and download invoices independently via ecosio Monitor, taking day-to-day load off central IT.
We wanted a solution that lets us serve every new country that comes along with as little effort as possible, and with maximum transparency and clarity. With ecosio, we have genuinely achieved that.
With ecosio, JAF brought its self-developed in-house invoicing platform into line with mandatory e-invoicing requirements across several European markets, starting with Romania and Poland and with further rollouts such as Slovakia already in preparation. A single API handles document exchange across borders, ecosio Monitor provides real-time operational visibility, and the complete document lifecycle is written back automatically into JAF's own corporate archive.
About JAF
The JAF Group is one of Europe’s leading wholesalers of timber and wood-based panels, headquartered in Austria with 75 locations in 15 countries. Automated processes, modern logistics and processing solutions and digital customer services make end-to-end data flows the foundation of its continued development.
Industry
Wholesale
Head office
Stockerau, Austria
Before working with ecosio, JAF relied on an in-house platform that had been generating invoice PDFs automatically and sending them by email for more than a decade. This route carried over 90% of group-wide volume across 15 countries — and at almost no running cost.
As e-invoicing mandates expanded across Europe, a setup designed for email delivery reached its limits: it could neither generate nor validate the complex structured XML files required by the authorities. Only isolated local solutions existed for individual countries, for example via a local service provider in Serbia or in the area of fiscal cash registers. That approach risked turning into an unmanageable web of scattered contacts, inconsistent support and no central visibility.
The mandates brought three specific challenges:
We simply wanted a solution where the only thing we still have to check is whether our internal data is complete. ecosio takes care of the mapping, the validation and the connection to the network in each country.
For JAF, this was not only about meeting changing legal requirements on time. It was about preserving the efficiency of existing processes and moving structural workload away from internal teams. Three factors proved decisive.
Seamless API integration
Instead of replacing JAF’s long-proven invoicing platform, ecosio provided a robust API. JAF simply extended its existing internal interface to include this connection and routed automated document flows onwards without disrupting established processes.
Real-time transparency with ecosio Monitor
ecosio Monitor delivered exactly the user-level insight that classic EDI setups lack. Both JAF’s central IT function and its country locations gained a clear real-time view of document flows, transmission status and validation steps — with group-level access alongside country-specific access for local entities.
Automated document lifecycle write-back
To retain full control of its business data, JAF integrated its own archiving process. Every XML file generated, every status update and every response from the government tax platform is written back automatically via the API into JAF’s internal corporate applications and archived there.
The project was structured country by country, with each national mandate treated as a separate rollout. This gave the joint team the flexibility to respond to shifting regulatory timelines.
Poland’s KSeF system came first. JAF used this initial rollout to build its standardised internal data format on the basis of the ERPEL XML structure. When Poland postponed its mandatory deadline shortly before the planned start date, the joint team quickly shifted focus to Romania’s ANAF network — where the interface work already completed for Poland could be reused.
The Romanian rollout was highly time-critical, with less than three months from initial planning to go-live. As one of the first companies to connect to Romania’s newly introduced ANAF interface, JAF relied heavily on ecosio to navigate validation requirements that were still changing as work progressed.
The sudden surge in demand for European e-invoicing did lead to tight resources across the industry during peak rollout phases. Even so, direct access to ecosio’s integration engineers kept work moving and stabilised live operations in both target markets quickly.
We were pioneers in the ANAF Romania implementation. We had direct contact with ecosio’s technical team, and whenever things got tight, getting an answer directly always worked extremely well.
Exception-based operations and proactive alerts
Automation has fully replaced the manual checking routines that were previously required. Central IT no longer needs to monitor actively. Instead, ecosio’s proactive pre-validation triggers an email notification as soon as an invoice shows a structural issue, allowing it to be resolved immediately.
Decentralised operational ownership
With ecosio Monitor in place, day-to-day tracking tasks were handed over directly to the individual country organisations. Local teams can look up missing documents and check delivery parameters themselves, without involving the helpdesk.
Compliant scalability without administrative growth
With currently 13,000 to 16,000 documents a month running through ecosio, JAF is consistently compliant in Romania and Poland. Because format updates and mapping maintenance are handled entirely by ecosio, this scale has been reached without adding headcount in internal IT.
Every step in the document lifecycle is logged and written back into our ERP system via the API. ecosio Monitor gives our country locations full transparency to search for and download invoices themselves.
E-invoicing is a global topic, and it is about to become very significant in Europe over the coming months. We chose ecosio because we needed one central solution that connects to our ERP system, rather than ending up having to deal with a large number of different local providers.
JAF now has a standardised, readily repeatable template for upcoming European rollouts. Integration preparations are already under way for Slovakia — a market with complex dual reporting requirements, where invoices must be transmitted to the end customer and to the state ITAX network in parallel.
By combining JAF’s central, standardised interface with ecosio’s ongoing format monitoring, expert webinars and modular country extensions, the team is well equipped to enter new markets efficiently while staying agile and administratively lean throughout its European expansion.
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