Invoices by email

For the email import, your invoiceR has its own mailbox with an invoice address. invoiceR checks at short intervals whether new emails have arrived and creates a document for each invoice. Suppliers can send their invoices directly to this address. You can also forward an invoice that ended up with you.

How the mailbox is set up is described in Mailbox connection.

Requirements for the email

• Invoice as PDF: invoiceR processes PDF attachments. Other attachments such as images or Word files are not taken over as invoices.
• One invoice per email: Exactly one PDF per email is easiest. If an email contains several PDFs, invoiceR cannot decide by itself whether these are several invoices or one invoice with enclosures. The email is then not imported but set aside for manual processing. What to do then is described in Folders in the invoice mailbox.
• File size: If your text recognition uses Parashift, the PDF must not be larger than 5 MB. Larger documents get stuck in recognition, see Parashift.

Tip

Before forwarding an invoice, check whether the email contains other PDFs, for example terms and conditions or a delivery note. Remove them or send them separately so that only the invoice is attached as a PDF.

Several invoices at once

If you have several invoices as separate PDFs, it is best to send each one in its own email to the invoice address. That way a document is created for each invoice right away.

If several PDFs belong to one single invoice (for example invoice and delivery note), merge them into one PDF first or upload them manually as one file.

After the import

Once the email has been imported, the new document appears in the task list of the responsible people. Text recognition runs first, then assignment. The whole flow is described in How documents get into invoiceR.