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Kwikfit Automated Invoicing Process

Introduction​

This document outlines the automated invoicing process between ViSN and Kwikfit's IPP (Invoice Processing Platform) system. The process enables seamless invoice number generation and synchronization, eliminating manual intervention in the invoicing workflow.

Overview​

The Kwikfit IPP integration consists of four main data flows:

  1. MOT Authorisation Import: Kwikfit IPP sends MOT and repair job lines to ViSN for enquiry creation and authorisation — see Kwikfit MOT Authorisation
  2. Export Flow: ViSN exports authorized transactions to Kwikfit IPP — see Kwikfit IPP Exports
  3. Invoice Processing: Kwikfit IPP processes jobs and generates invoice numbers
  4. Import Flow: Kwikfit IPP returns invoice numbers back to ViSN — see Kwikfit IPP Imports

Process Flow​

Detailed Process Steps​

Phase 1: MOT Authorisation Import (Kwikfit → ViSN)​

  1. MOT work at centre

    • Kwikfit IPP generates a JSON file with MOT (MOTPASS) and repair (MOTADD) job lines
    • File is transferred to ViSN via SFTP

  2. ViSN import and authorisation

    • Import Manager validates, groups rows by VRM, and queues Cloud Tasks
    • Queue Services creates a walk-in MOT enquiry when no reusable enquiry exists, or updates an existing enquiry by adding MOT and repair job lines
    • Queue Services fetches DVSA MOT history and auto-authorises against lease rules
    • Full specification: Kwikfit MOT Authorisation

Phase 2: Export to Kwikfit IPP (ViSN → Kwikfit)​

  1. Transaction Authorization

    • Enquiry status changes to "Authorized" or "Partially Authorized"
    • ViSN generates IPP export file with authorized job lines
    • File follows the format specified in Kwikfit IPP Exports

  2. Daily Export

    • Scheduled export runs daily
    • File contains all authorized transactions from the past 24 hours
    • File is transferred to Kwikfit via secure channel

Phase 3: Invoice Processing at Kwikfit​

  1. Job Import

    • Kwikfit IPP system imports the authorized transactions
    • Jobs are processed and prepared for invoicing

  2. Invoice Generation

    • When jobs are ready for invoicing, IPP generates invoice numbers
    • Each job line receives a unique invoice number

Phase 4: Invoice Number Return to ViSN (Kwikfit → ViSN)​

  1. JSON File Creation

    • Kwikfit creates a JSON file containing invoice numbers
    • File includes mapping between enquiry numbers and invoice numbers

  2. SFTP Transfer

    • JSON file is transferred back to ViSN via SFTP
    • Secure file transfer ensures data integrity

  3. ViSN Processing

    • ViSN receives and processes the JSON file
    • System validates file format and data integrity
    • File follows the format specified in Kwikfit IPP Imports
    • ViSN matches invoice numbers to enquiries using enquiry numbers
    • Enquiry status is updated to "Invoiced"

Benefits​

Operational Benefits​

  • Automation: Eliminates manual invoice number entry
  • Accuracy: Reduces human error in invoice processing
  • Efficiency: Faster invoice processing cycle
  • Traceability: Complete audit trail of invoice generation

Business Benefits​

  • Cost Reduction: Lower operational costs through automation
  • Improved Cash Flow: Faster invoice processing and payment cycles
  • Better Customer Service: More accurate and timely invoicing
  • Compliance: Automated adherence to invoicing standards

Monitoring and Maintenance​

Key Metrics​

  • Export file generation success rate
  • JSON file processing success rate
  • Enquiry matching accuracy
  • Average processing time per batch

Maintenance Tasks​

  • Regular monitoring of SFTP connectivity
  • Validation of data integrity
  • Performance optimization
  • Error log analysis

Security Considerations​

  • Data Encryption: All file transfers use encrypted channels
  • Access Control: Restricted access to SFTP directories
  • Audit Logging: Complete audit trail of all file transfers
  • Data Retention: Appropriate retention policies for invoice data

Future Enhancements​

  • Real-time processing capabilities
  • Enhanced error reporting and alerting
  • Integration with additional payment systems
  • Advanced analytics and reporting features
Authored By: Vishwa Kumar on Oct 26, 2025