Sending purchase invoices by email to the system

If we received a purchase invoice from the supplier by email, we can send it directly to the system directly (instead of manually downloading the invoice file from the email and uploading it to the system)

Copying the email address

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

From here, copy the email into your address list:

You can send your purchase invoices to this address

After sending the invoice

After you send the invoice from your personal email mailbox to the email address above, the file will be received in the system

If the invoice supplier already exists in the system and the invoice data was decoded correctly, then the invoice will appear in your invoice list

If you do not have a decoding package or the invoice was not decoded, then the invoice file will wait in the list of files pending processing:

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

After creating a purchase invoice from the file, the file will be removed automatically from the list of files pending processing

Automatic forwarding

Our recommendation is to ask your company’s IT team to open a dedicated mailbox for invoices, for example [email protected]. You can give this email address to your suppliers so they can send the invoices there. This way, suppliers will have a simple address to which they need to send the invoices, and you will have all invoice emails centralized in one place.

Notes for setting up the mailbox:

Sometimes invoices are received by email without the PDF file of the invoice itself, but only a link to it. In this case, the email will enter with a status on the home page under incoming emails:

From there, the file must be downloaded and uploaded to the system.

Additional notes

If an email is received with several separate files, the system will try to decode each of the files separately

If an email is received with one file containing several invoices inside it (a PDF with several pages), the file can be split automatically using the numbers button on the files screen: