Everything about managing and optimizing the mailbox
All emails sent to the Spend Cloud Mailbox email address are stored in the Mailbox. By redirecting invoices from your own accounts payable mailbox to this email address, all invoices are collected in one place. From the application management section, you have the option to optimize the Mailbox process. For instance, you can configure specific email addresses to process emails faster.
Automatically forward to the mailbox
We recommend creating an internal email address (for example , invoices@yourorganizationname.nl ) specifically intended for receiving invoices (in XML or PDF format) and communicating this email address to your creditors. In the settings for this internal email address, you can then indicate that messages are automatically forwarded to the mailbox address of your Spend Cloud environment. You can find an explanation of this in this article: Automatically redirecting to the Mailbox
Do you work with multiple administrations within the Spend Cloud? Then create an email address for each administration, for example entity name@yourorganizationname.nl
By setting up your mailbox in the manner described above, you can easily see which email address is the recipient's address and which email address is considered the sender for incoming invoices. From = Sender email address (creditor)
To = Recipient email address (your organization's mailbox)
To = Recipient email address (your organization's mailbox)
Touchless email processing and automatic administration assignment
Invoices received via the mailbox must be checked, assigned to an administration, and then sent to the Coding section. To speed up this process, you can register email addresses as a 'Receiving email address' or a 'Sending email address'.
If you set a 'Receiving email address', invoices in the Inbox sent to this email address will automatically be assigned to an administration. By setting a 'Sender email address', emails sent from this email address are automatically processed and the invoices appear directly in the Coding section.
The Mailbox overview (Application Management) lists all email addresses for which automatic processing is enabled. From this overview, you have the option to view the settings, remove the email address from the list, edit the details, and deactivate automatic processing. Deactivating the email address prevents emails from or to this address from being processed automatically. You can do this for a single email address from the overview, or for multiple email addresses at once at the top of the overview. Additionally, you can add a new email address by selecting the 'Add' button at the top of the overview.
If your organization uses multiple administrations, we recommend entering all 'Receiving email addresses' first. This allows you to specify for each email address which administration the invoices should be posted to. For example, facturen@proactive.nl is 'Administration 1' and the fiatter is 'Administration 2'. If an invoice arrives at facturen@proactive.nl, it is immediately assigned to 'Administration 1'. Now enter a 'Sender email address', for example orders@albertheijn.nl , and you can leave the 'Administration' field empty. If Albert Heijn now sends an invoice from orders@albertheijn.nl to facturen@proactive.nl, the invoice will be assigned 'Administration 1' due to the 'Receiving email address', but will also be processed automatically through the registration of the 'Sender email address'. If Albert Heijn sends an invoice from the same email address, but this time to fiatteren@proactive.nl , the invoice will automatically be assigned 'Administration 2'. In this way, it does not matter from which email address the creditor sends an email, and the invoice will always be assigned the correct administration.
Add email addresses
By clicking the 'Add' button at the top of the overview, you can add a new recipient or sender email address.
- Reception email address (for automatic administrative assignment)
If you set up a 'Receiving email address', all invoices sent to this email address will automatically be assigned an administration. It does not matter from which creditor the email is sent; all emails to, for example, facturen@proactive.nl will automatically be assigned the configured administration. By setting this up, the emails will still arrive in the Inbox, but will be displayed with a red paper airplane icon. This icon indicates that all details have already been automatically filled in and the email can be processed without verification, if desired.
- Under 'Process email', select 'Administration assignment'.
- Enter the 'Receiving email address'.
- The administration selects.
- Select 'Save' at the top.
If you work with multiple administrations, you can use a different email address for each administration. This way, you no longer have to manually select the administration in the Inbox, and invoices are automatically posted to the correct administration.
- Sender email address (for automatically processing emails from trusted senders)
By setting a 'Sender email address', invoices sent from this email address can be processed automatically. When a creditor sends an email, Spend Cloud will automatically process the email, assign a document number, and forward the invoice directly to the Coding section. Whereas emails with a recipient email address remain in the Inbox, these emails will no longer appear in the Inbox but will go directly to the Coding section.
If you set up a 'Sender email address', you must be 100% certain that only invoices are sent from this email address. If promotional material is included on a single occasion, this means that the promotional material is also processed automatically, assigned a document number, and appears in the Coding section.
There are various options for registering a sender email address. For example, you can set up a sender email address for a creditor, a scanner, or for XML invoices from Medeco.
Follow the steps below to set up a 'Sender email address':
- Under 'Process email', select 'Automatically process'.
- Under 'Sender', select:
- Email from creditor: For all invoices sent from a specific creditor. For example, orders@albertheijn.nl . Invoices from this email address will be processed automatically in the future.
- Emails from internal scanner: For all invoices that are sent directly to the mailbox after scanning. Here you enter the email address of the scanner so that these invoices are processed automatically.
- Medeco XML Invoice Customer Number: If you receive XML invoices from Medeco and have an invoice recipient number.
- Enter the 'Sender email address' or invoice recipient number.
- Select an administration
- Spend Cloud will then assign the selected administration to invoices sent from this email address. We recommend leaving this field empty and using a 'Receiving email address'. The administration you entered for the receiving email address takes precedence and will override the administration you enter here.
- If your organization works with multiple administrations and you have selected 'Medeco XML Invoice Customer Number', you are required to register an administration. This is because Medeco uses a different invoice recipient number for each administration.
- After you have filled everything in, you can click on 'Save' at the top.
Enable automatic processing from the mailbox
By using a receiving email address for purchase invoices only, you can also make agreements with creditors that they actually only send invoices in XML or PDF format to that address. For creditors who always do this correctly, you can enable 'quick processing'. You do this by clicking the plus icon next to the creditor's email address in the Inbox itself.
New emails from this email address bypass the mailbox, and the invoices are immediately visible in the Coding menu item. Whereas emails with a receiving email address remain in the Mailbox, these emails will no longer appear in the Mailbox but will go directly to the Coding section.
If you set up a 'Sender email address', you must be 100% certain that only invoices are sent from this email address. If promotional material is included on a single occasion, this means that the advertising is processed automatically, assigned a document number, and actually appears in the Coding section. If possible, ensure that emails such as advertising, newsletters, and reminders are filtered out when redirecting from your own organization's mailbox.
PEPPOL
PEPPOL is an international project aimed at standardizing international electronic messaging. Within the secure PEPPOL network, you can send and receive electronic invoices. The advantage of this is that these invoices are always in XML format, meaning your invoices contain more readable financial data, allowing invoices to be processed even more efficiently. Invoices received via PEPPOL are also processed via the mailbox. More information about PEPPOL can be found in this article: How can I receive and process PEPPOL invoices?
You can find more information about processing XML invoices here: Working with invoices in XML format
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