1. Audit Trail – API Keys

API Key Actions (Create, Delete and Edit) are now tracked in the Audit Trail, supporting compliance and full traceability of API Keys.

2. Modal when reaching the Rate Limit

A notification modal will appear when the Rate Limit is reached – similar to the existing session timeout dialogue. This modal provides information about the limit that has been reached, as well as a link to further details . The modal can be closed and the page will then reload automatically.

3. Expirationdate für API Keys

API Keys must now be assigned an expiry date and will have a corresponding status (“Active” or “Expired”). The status and expirationdate are displayed both in the API Key overview and on the user detail pages. When creating a new API Key, a validity period must now be selected (7, 30, 60 or 90 days, or unlimited). Existing API keys are not affected by this change.

1. New Documentation for Dashboard Widgets

Our dashboard offers a wide range of powerful Widgets. In addition to pre-configured Widgets such as Unbalanced OPOS Cases Overdue Documents or Failed Payment Intents, numerous other pre-configured Widgets are available.

Furthermore, custom Widgets can be created with great flexibility. These can be configured for the areas of Contracts, Customers, Documents, Orders and Settlements. Various display formats are available for visualisation: in addition to single values and tables, bar charts can also be used to present data in a clear and visually appealing way.

Detailed information and instructions on creating pre-configured and custom Widgets can be found on the linked pages.

2. Automatic payment assignment now supports orders with multiple documents

Previously, payments with an order reference could only be assigned automatically if the order led to a single matching open document. From now on, instellix also resolves cases with multiple open documents by filtering by debit/credit direction and matching the open amount. When several equal matches remain, the newest document is used; otherwise, no automatic assignment is created.

3. Dunning now supports deposit invoices

Previously, deposit invoices were excluded from automated dunning. From now on, you can include them in dunning by enabling the new Include deposit invoice in dunning option in the dunning configuration. The option is only available when automated dunning is activated and is disabled by default.

4. Credit notes now support a creation reason in Document API v2

You can now provide a document creation note when creating a credit note via Document API v2. This note is stored for better traceability and shown in the document details in the web portal.

5. Document API v2 now supports address-based customer details in document creation

Until now, document creation in Document API v2 required a reference to an existing customer. You can now also use the same endpoint to submit address data directly via customerDetail, without linking the document to a pre-existing customer. Existing integrations remain fully backward compatible.

6. Document API v1 endpoints are now deprecated

The public v1 document endpoints are now marked as deprecated. A deprecation header is also returned in API responses, making the status visible directly when the endpoint is called. This gives integrators an explicit signal to migrate to the current Document API v2.

Bug fixes

• Fixed a bug where IP addresses were no longer shown in the audit trail

7. MVP Data Report for more than 1.000 records

The csv export feature, available in all tables of the webportal, represents the first step towards making data available outside of instellix via the webportal. It offers flexible filtering options prior to export, but is deliberately designed for smaller data sets.
For larger data sets (more than 1.000 records), the Data Report is available. This is optimised for scalability, but does not include pre-export filtering.

In the MVP, we enable the creation of a Data Report for the Documents entity. The Report can be generated either for the full previous calendar month or for the partial current calendar month.

Further information and instructions on how to start and download the Data Report can be found here. If you have any suggestions for improvement or require additional data periods or entities, we would be delighted to receive your feedback.

Please Note: We have only been collecting data for this report since the feature was introduced. Therefore, we are unable to provide reports containing data prior to 7 May 2026.

1. Audit Trail – Tenant Billing Run, Plans and Usages

Tenant Billing Run configuration changes (enable/disable), Plan actions (Create, Update, Delete and Cancel) and Usage actions ((Create, Delete and Cancel) are now tracked in the Audit Trail, supporting compliance and full traceability of tenant-level and plan-level operations.

2. Related document date now available in Document API and E-Invoicing

The Document API now includes a new optional field relatedDocumentDate. The value is mapped to BT-26 and forwarded to Avalara and Mustang, ensuring the origination date of a referenced document is correctly reflected in e-invoices.

3. Webportal Improvements

• The Jsonata field can now be displayed as a column in the Document Provisioning overview table. This makes it easier to distinguish entries that differ only in their Jsonata configuration, such as Tax Category-specific rules.
• The Debtor-Ident on the document overview page is now a direct link to the corresponding customer record.

Bug Fixes

• Fixed a bug where Self-Billing Corrections were sent with the wrong CreditNoteTypeCode (381 instead of 261), causing rejections in Avalara ELR and Mustang.

4. Traceability of users for API keys

To improve traceability, a new ‘API Keys’ section has been added to the user details page. This section displays all API keys created by the respective user.
In addition, the following columns have been added to the API keys table view:

• Creation Date
• Last Modified
• Created By

These enhancements are designed to improve transparency and traceability. Find more information here.

Please note that deleting a user does not automatically remove their API keys. Existing processes for creating, editing and deleting users and API keys remain unchanged. It is recommended that API keys be removed manually before deleting a user. A corresponding note has been added to the delete modal.

For existing API keys, it may be the case that not all information is available. In such cases, missing values are represented by “-”. Furthermore, it is possible that existing API keys are not displayed on the details page of the associated user.

5. Error-Message Error message if the username contains invalid characters

When creating a user account, certain special characters, including umlauts, must not be used. If the username contains an invalid character, an error message will appear when saving, explicitly indicating that an invalid character has been used.

6. Plan Change at specific date

Plan changes can now be executed at any custom date (in the next billing period), not just at the end of a billing period. This removes a previous MVP limitation and simplifies two key workflows: mid-month contract transitions no longer require a contract termination and re-subsctiption, and upsell upgrades can be scheduled for any desired date via API and web portal.

1. Brute Force detection configuration available in the webportal

Users with Admin or SuperUser rights can customise the Brute Force detection configuration for the respective tenant via the global tenant configuration. The configuration can be done under Configuration → Global → Tenant Configuration → Security Settings. Further information on available configurations can be found here.

2. Audit Trail is now available via API

Previously, audit trail data could only be accessed in the web portal. From now on, audit trail entries can also be retrieved via API.

3. Adyen recurring processing model can now be configured

Previously, the recurring processing model for Adyen was predefined. From now on, users can choose the processing model in the Adyen configuration. The available options are Subscription and UnscheduledCardOnFile; the default remains Subscription.

3. E-Invoicing Improvements

• From now on, long error messages in workflow details are displayed in a popover. This makes it easier to review full Avalara error messages directly in the web portal without resizing table columns.
• Workflows in error status can now be marked as ignored in the web portal. This helps users keep the workflow overview focused on items that still require action, especially when an issue has already been resolved through a follow-up correction flow.
• From now on, additional recipient codes are available in the E-Invoicing parameters. This expands support for international E-Invoicing scenarios and allows users to select the required recipient identifiers. And the E-Invoicing parameters are also now visible on the document overview and document detail pages.
• The workflow view now includes the Avalara status alongside the ISX status.

4. csv Export added for additional tables

The csv Export function has been extended to include further tables. This feature is now also available in the “Users” and “Audit Trail” tables.

csv Export added for additional tables

The csv Export function has been extended to include further tables. This feature is now also available in the “OPOS Clearing Run” and “Booking Entries” tables.

Changeover for API keys from roles to scopes

Previously, API keys were linked to roles, which were designed for users of the web portal. As API keys are used to access our API and are not necessarily assigned to a specific user with a role, we have revised this concept. From now on, when creating and editing API keys, roles will no longer be assigned. Instead, so-called scopes will be selected directly. For further information have a look at our API keys and Scopes Documentation.

Existing API keys remain unchanged. The roles previously assigned have been automatically converted into corresponding scopes.

Scopes define an API key’s access to specific endpoints of our API, thereby enabling more precise and transparent control of permissions. For security reasons, we recommend activating only the scopes that are actually required.

Introduced rule-based document number strategy

A new rule-based strategy allows document number assignment to be configured flexibly based on attributes such as customer type, country, billing group, or operating site, with rule priority determining which counter is applied.

Improved settlement data formatting for Adyen

Settlement data from Adyen is now formatted more consistently to prevent issues with downstream systems such as accounting tools when processing special characters.

Enabled webhook-based processing for Adyen

Adyen payment intents and settlements can now be processed via webhooks, enabling more timely and reliable data updates when configured in the Payment-Provider settings.

Webportal improvements

• On document detail and OPOS pages, payment details are now explicitly labeled as applying to future charges to avoid confusion with the originally used Customer Payment Account (CPA), which remains available in the Payment Intent.
• Settlement item properties are now displayed in settlement and transaction details in the Webportal, enabling better analysis and decision-making

Maximum quantity cap per usage

A maximum billable quantity can now be configured per pricing group for timebased usage options. If the billed quantity exceeds the configured cap, only the capped amount is charged. Free quotas are applied before the cap is evaluated.

Split invoices by original billing period

A new splitting configuration option (Original Billing Period) can be enabled per billing group. When active, items whose service periods originate from different billing periods are placed on separate invoices — even if processed within the same billing run (e.g. via late usages in carry-over mode). This allows late-rated usages to be clearly separated from the current billing period and simplifies accounting, particularly around period boundaries such as year-end. The option is disabled by default.

Query remaining correctable amount per document item

A new GET endpoint allows querying how much of a document item can still be credited. The response includes the total correctable amount (totalCorrectableAmount, i.e. the original item amount after allowances) and the remaining correctable amount (remainingCorrectableAmount) after any partial corrections already applied. This enables informed decisions on further partial credit notes.

1. Change to the display of the Properties column in tables

Previously, the complete content of a properties column in tables was displayed via a tooltip. To improve readability and user-friendliness, this behaviour has been adjusted: the content can now be accessed via the ‘Show More’ icon within the corresponding table field and opens in a modal window. The filter function for properties columns remains unchanged and continues to work as usual.

2. Talone.One Extension

Instellix now supports refundable coupons in the Talon.One integration. If a transaction using a refundable coupon is cancelled or corrected, the coupon redemption is reversed in Talon.One so the coupon can be used again.

3. Payment Notification: Extended Error Information

Payment Intent notifications now include structured error information in the notification properties, such as error codes, messages, and retry recommendations from the payment provider. This enables improved error handling and retry logic in connected systems.

4. New Notification for document attachments

A new notification type documentAttachment.archived is now available. The notification is sent when a document attachment (e.g., VAT ID validation results, XRechnung PDFs, or dunning documents) has been archived and is ready for retrieval.

5. Document Number Configuration Improvements

The configuration of document number prefix and suffix is now available directly on the document-counter configuration.

Previously, prefix and suffix values were configured via document-number-strategy configuration, which could be confusing, as the numbering logic is ultimately driven by the counter.

With this change: • Prefix and suffix can now be configured directly on the counter. • A toggle allows choosing whether the counter configuration or the existing strategy-configuration-based values should be used.

The existing strategy-configuration-based approach remains available for compatibility and to avoid breaking changes. Future updates will further improve the counter-based approach and support migration from the legacy configuration.

6. OPOS-Case decisions added to Audit Trail

All decisions and reversals within OPOS cases are now recorded in the audit trail, ensuring full traceability for auditing and compliance purposes.

7. E-Invoicing improvements

1. Tax Exemptions are now also available for XRechnung and ZUGFerd invoices.
2. E-Invoicing parameters are now displayed in the invoice overview table and on the invoice detail page in the Web Portal. This allows users to quickly view and filter invoices based on their E-Invoicing configuration.
3. E-Invoicing parameters are now available in the Jsonata Default Mapping.
4. The eInvoicingParameters are now included in the response of the Query documents API.

8. Dunning behaviour during payment retries

Receivables in an active charging or retry process are now excluded from dunning until the payment attempt has completed, to avoid sending reminders while payment collection is still in progress.

9. Corrections (document item based)

Introduced a new correction mechanism that allows applying a subsequent credit to a specific line item on an already issued document (e.g., an invoice). This reduces the item amount by a fixed value without cancelling the entire document or issuing a replacement document.

10. Late Usage handling: "carry over" mode

Late metered usages whose end date falls into a previous billing period can now be carried over and billed with the current billing period (next invoice). This helps avoid many small invoices and improves the customer experience. If the contract has already ended and no active billing period exists, the usage is billed immediately.

11. Tax Exemption Ident in Web Portal

It is now possible to assign a Tax Exemption Ident to line items of orders and contracts in the web portal when manually entering tax values. This ensures that invoices with 0% tax are correctly generated for e-invoicing scenarios.

12. Bug fixes

1. Fixed a bug where the OPOS decision API incorrectly required an amount field even though the full OPOS balance should be used when no amount is provided.
2. Fixed a bug in the API Reference where the example for querying documents used an incorrect parameter (documentType). The example now correctly uses the RSQL query search=type==INVOICE.

13. Password policy configuration available in the web portal

Users with Admin or SuperUser rights can customise the password policy for the respective tenant via the global tenant configuration. Security requirements such as the minimum password length, maximum validity period and optional activation of 2-factor authentication (2FA) can be set individually. The configuration can be done under Configuration → Global → Tenant Configuration → Security Settings.

1. Removal of sunsetted API operations

We have removed several API operations related to Purchase Items that have already reached their sunset date. This primarily affects the endpoint /v2/orders/{orderIdent}/purchaseItems and its sub‑paths:

• Add purchase item
• Retrieve purchase item
• Edit purchase item
• Cancel purchase items
• Cancel purchase items
• Add agreed deposit to purchase item
• Get agreed deposit of purchase item from a specific order
• Prepare document creation for certain items

Please refer to our guide on API Lifecycle Management as well as our earlier migration guide related to Purchase Items (published March 2023).

Additionally, the sunsetted operation "Set items on hold" for contracts has been removed. A replacement is already available: "Hold line items for contract".

These changes also include corrections to existing operation names to ensure unambiguous and self‑descriptive naming. This improves clarity and ease of use for our API consumers without any effects at runtime, but it may impact client‑side code generation and the resulting method names on your side.

2. Changes to detail pages: Introduction of cards instead of the tab overview

To improve clarity and user-friendliness, the existing tabs at the end of the detail pages will gradually be replaced by individual cards. The tab component has become too extensive, meaning that content was often only accessible by scrolling further.

In the coming sprints, the areas previously displayed in the tab overview will therefore be displayed as separate cards arranged one below the other on many detail pages. These can be expanded or collapsed as required to display information in a more targeted manner.

1. Traceability for the Entity-Ident for Entity "Users" in the audit trail

In the audit trail, the Entity-Ident-column for the ’User’ entity now allows to click on the ident to be redirected directly to the corresponding user detail page. The ident is also displayed in the detail view of an audit trail entry for the ‘User’ entity and is clickable, allowing direct navigation to the corresponding user.
In addition, the ident has been added to the ‘User’ navigation area and is displayed both in the table view and on the user detail page.

2. Traceability for the Entity "Options" in the audit trail

All create, update, and delete actions on options are now fully recorded in the Audit Trail, including changes to prices and other relevant attributes. This applies to all option types and option version updates, ensuring end-to-end traceability and compliance requirements are met.

3. Table csv export function (MVP)

An csv export function is now available for a large number of tables in the webportal. The export is started via a button at the top right of the respective table. Before starting the export, an individual file name can be specified and the desired columns for the export can be selected.

As this is an initial MVP version, the following limitations currently apply:

• A maximum of 1,000 records can be exported per export
• Only data that is directly linked to the respective entity is exported. As a result, columns may be displayed in the webportal but not be available for export

4. Deprecated: Data access API

The Data Access API endpoint is now deprecated and should no longer be used for new integrations. For document access, please migrate to the Document API endpoint, which provides the supported and future-proof interface.

5. Go to First Page Button

The pagination in the webportal is expanded to include a ‘Go to first page’ button, which allows to jump directly to the first page from any page starting at page 2

6. Exchange rate in templates

Exchange rates are now available in templates and can be printed on documents if required.

Bug Fixes

• Adjusted the OpenAPI specification to correct nullable definitions and enforce required fields where applicable, improving consistency and correctness of the API contract.

1. Webportal Improvements

The item list on the document details page now displays the quantity type in addition to the quantity value.

2. Extended Document Provisionig Configuration

Document provisioning configurations can now be activated from a defined invoice creation date, allowing more flexible, criteria-based control of document settings.

3. Enhanced API Access Control with Scopes

We’ve introduced improved access control for our APIs using OAuth2 scopes as part of our role-based access control (RBAC) model. API clients now receive tokens aligned with the specific roles and access rights assigned to their account, ensuring clearer and more granular permission handling across all API operations.

For more details, please refer to our documentation:

• https://docs.instellix.io/reference/authentication
• https://docs.instellix.io/docs/rights-and-roles.

Existing API credentials and tokens issued at runtime are not affected by this change and will continue to work as before.

To fully benefit from the improved access control model, we strongly recommend creating new API credentials that reflect the principle of least privilege, ensuring each integration has only the access it requires.

Bug Fixes

• Corrected nullable fields definitions in the OpenAPI specification. The specification now consistently reflects which fields may return null.
• Fixed a bug where the OPOS case section disappeared from the document details page after executing an OPOS case decision.

1. Show VAT ID and Company Name for B2C customers

When creating or editing a B2C customer in the web portal, the fields VAT ID and Company name can now be maintained. This allows more complete and accurate customer data management directly within the portal.

2. Show E-Mail in contract details

On the contract details page, the relevant email address now appears under ‘More information’ for invoice and shipping addresses, together with the postal address. This makes the email easily accessible without opening the contact information page.

3. Extensions Document V2 API

We have extended the Document V2 API to include deposits. If an order or contract includes deposits, these are now also output via the Document V2 API. In addition, we now also display the complete data of a customer payment account in the Document V2 API, which is helpful if this data/these fields are to be displayed in the invoice, for example.

4. Late Rated Usage Handling (Billing Group Configuration)

You can now control how late-rated usages are handled on a per Billing Group basis. You can decide whether usages that arrive after an aggregation has already been billed should trigger a correction of the previous invoice or be carried over to the next billing period instead. This reduces unnecessary credit notes and reissued invoices.

Bug Fixes

• We fixed a bug where the download button for documents in the e-invocing workflow was not working.
• We fixed a bug that caused the breadcrumb to no longer be responsive.