How a monthly cron cycle replaces an entire invoicing platform.
Most invoicing automation stories start the same way: "I connected three SaaS tools together and set up a Zapier flow." This one doesn't.
What I built is a fully autonomous backend pipeline that handles the complete monthly invoicing cycle for batch clients — from CSV deposit to secured ZIP delivery — without a single external platform, without an AI agent writing the logic, and without a database.
Just PHP, cron, and deterministic business rules.
Why I built it this way
The requirement was simple on paper: take client data every month, generate Factur-X EN16931 compliant invoices, track payments, and deliver everything securely.
The constraint was harder: no SaaS dependency, no shared infrastructure, no implicit processing. Every step had to be explicit, traceable, and stoppable.
That constraint shaped every architectural decision.
The monthly cycle
Onboarding
Before the first invoice is ever generated, every client is initialized automatically from a form submission. A unique identifier is generated, configuration files are created, archiving folders are structured, and payment tracking is prepared. No manual intervention required. The system is ready to process.
D1 to D7 — CSV deposit and batch generation
Each client deposits their billing data via a secured form. The system validates structure and formats strictly — no implicit tolerance, no silent correction. A malformed field stops the entire client batch, isolates it, and triggers an automatic notification for correction before reprocessing.
If valid, batch generation runs daily via cron. Invoice composition is driven entirely by business rules: rates, VAT zones, service periods, multi-line and multi-month billing. The output is a Factur-X EN16931 Comfort profile PDF — human-readable with embedded structured XML, fully compliant.
D8 — B2B invoice and automatic pricing tier
On day 8, the system detects the volume of invoices generated during the period and derives the applicable pricing tier automatically. The monthly B2B invoice is then generated and sent by email with the PDF attached. No manual input. The cron runs, the logic decides.
D13 to D14 — The only manual step
This is the single human touchpoint in the entire cycle: recording received bank transfers. Everything else is automated. This separation is intentional — payment validation is a business decision, not a technical one.
D15 — Balance recalculation and payment control
Two operations run on day 15. First, client balances are recalculated from recorded payments. Unpaid clients are automatically deactivated, blocking any further send operations until the situation is resolved. Second, paid receipts are sent to clients with confirmed payment status via cron.
D16 — Secured delivery
The monthly ZIP is sent once. A deduplication guard ensures nothing can be sent twice regardless of cron retries or manual triggers. Delivery uses a temporary token — the file is accessible only via a time-limited secured link. The archive is retained independently.
What makes it deterministic
Every processing decision is explicit. There is no magic, no silent fallback, no implicit correction.
If a CSV is invalid — the client batch stops.
If a client is unpaid — sends are blocked.
If a ZIP was already sent — the guard refuses the duplicate.
Every operation is timestamped in technical logs. Client state is controlled via explicit flags. The revenue journal is updated on every confirmed payment.
The system is designed to be readable by anyone who picks it up. Not clever. Predictable.
Stack
- PHP 8 — backend logic and cron execution
- mPDF — PDF generation
- factur-x (Python, Akretion) — Factur-X XML injection and PDF/A-3 conversion
- Flat files — contracts, invoices, counters, logs, revenues
- No database. No SaaS. No external API dependency.
The repository
The architecture is available on GitHub for anyone who wants to explore the system in detail.
automation-system — Palks Studio
https://github.com/Palks-Studio/automation-system
Top comments (1)
A refreshing deep dive into "sovereign" automation that proves you don't need a heavy SaaS stack to handle complex regulatory standards like EN16931. It’s a great example of how lean engineering—using just PHP and Cron—can still deliver a production-grade, fully automated batch pipeline for Factur-X invoicing.