Sending purchase invoices by email to the system

If you receive a purchase invoice from a supplier by email, you can send it straight into the system (instead of manually saving the invoice file from the email and uploading it yourself).

Copying the email address

You can copy your unique email address from the home page:

From here, copy it into your address book:

You can send your purchase invoices to this address.

After sending the invoice

Once you send the invoice from your own mailbox to the address above, the file arrives in the system.

If the invoice’s supplier already exists in the system and the invoice data was read correctly, the invoice will appear in your invoice list.

If you don’t have a decoding package, or the invoice couldn’t be read, the invoice file will wait in the list of files pending processing:

From this list, you can create a purchase invoice using the “Upload purchase invoice” button:

After you create a purchase invoice from the file, the file is removed automatically from the pending files list.

Automatic forwarding

We recommend asking your company’s IT team to set up a dedicated mailbox for invoices. You can give this address to your suppliers so they send their invoices there. That way suppliers have one simple address to send invoices to, and you have all your invoice emails collected in a single place.

Notes for setting up the mailbox:

Sometimes invoices arrive by email without the invoice PDF attached, containing only a link to it. In this case the email appears on the home page under incoming emails, with a status:

From there, you need to download the file and upload it to the system.

Additional notes

If an email arrives with several separate files, the system will try to read each file individually.

If an email arrives with a single file containing several invoices (a multi-page PDF), you can split the file automatically using the numbers button on the files screen: