The Spend Cloud features a built-in mailbox to digitally process received invoices via email.

All emails sent to "customername"@invoice.spend.cloud will arrive in the Spend Cloud mailbox. "customername" is the name of your Spend Cloud environment, which can also be found in the "https:" address in your browser's toolbar when you access the Spend Cloud. For example, https://customername.spend.cloud.

You can manually forward emails to the Spend Cloud mailbox to maintain control over what enters the Spend Cloud. However, within the Spend Cloud, you will still need to perform a processing step to classify email attachments as invoices (not every attachment is necessarily an invoice).

We recommend creating your own email address and automatically redirecting all emails to the Spend Cloud mailbox address (for example, "invoices@customername.nl" as your own email address). This way, you can provide this address to suppliers without becoming dependent on the Spend Cloud email address in the future. It is essential that when redirecting emails to "customername@invoice.spend.cloud," the 'from' address is preserved to make it clear in the Spend Cloud which supplier sent the email and mark them as a trusted sender if necessary. Ensuring that only invoices arrive at this email address will lead to the most efficient processing. Additionally, you can set up filters for redirecting within the email account of "invoices@customername.nl," such as forwarding only when emails contain a PDF and/or XML attachment and not forwarding emails with subjects containing the words "reminder" or "collection." In the latter case, you could redirect the exceptions to another email address (for example, "administration@customername.nl") for occasional review.

If multiple administrations are used within the Spend Cloud, it is recommended to create a purchase invoice email address for each administration. You can then ask your suppliers to send invoices to the correct email address for the respective administration. All of these email addresses should automatically redirect all emails to the Spend Cloud ("customername@invoice.spend.cloud"). The Spend Cloud can determine which administration the invoice is for based on the original receiving email address.

For efficient processing of XML invoices, you should receive invoices from your suppliers in the following manner:

If paper invoices are still received, you can forward them directly to your own email address with a scanner with email functionality ("invoices@customername.nl"). You can add the scanner's sending address as a trusted sender for optimal text recognition. We recommend not placing stamps or notes on paper invoices and scanning them in 300 DPI and black and white for optimal text recognition.

The Spend Cloud has a built-in mailbox to digitally process received contracts via email.

All emails sent to "customername@contract.spend.cloud" will arrive in the Spend Cloud mailbox. "customername" is the name of the Spend Cloud environment, which can also be found in the "https:" address in your browser's toolbar when you access the Spend Cloud. For example, https://customername.spend.cloud.

We recommend creating your own email address and automatically redirecting all emails to the Spend Cloud mailbox address (for example, "procurementcontracts@customername.nl" as your own email address).

PLEASE NOTE: The processing of contracts follows a similar process as described above for invoice processing. However, an email address (such as "procurementcontracts@customername.nl") may not be communicated to suppliers as frequently and may be used more for internal purposes. Only contracts signed by both parties (buyer and supplier) should be sent to this email address.

If you are working with a Spend Cloud test environment, the email address for the Invoice Processing module is "customername@invoice.test.spend.cloud," and for the Contract Management module, it is "customername@contract.test.spend.cloud."