Optimizing the mailbox
By adjusting a few settings in the Mailbox, you can streamline the invoice processing workflow. This optimisation reduces the number of manual steps required. As a result, the Mailbox will no longer need to forward messages in bulk at fixed times, ensuring invoices reach the Coding department more promptly.
This article focuses on optimizations within the mailbox. You can find general information about how the mailbox works in the following articles:
Automatic Forwarding to the Mailbox
We recommend setting up an internal email address specifically for receiving invoices (in XML or PDF format) and communicating this email address to your creditors. In the settings of this internal email address, you can then specify that messages are automatically forwarded to the mailbox address of your Spend Cloud environment. An explanation of this can be found in this (Dutch) article: Automatic Forwarding to the Mailbox
If you are working with multiple administrations within the Spend Cloud, consider creating a separate email address for each administration.
Assignment to Administration
For incoming invoices via the Mailbox, it is possible, if you are using multiple administrations, to automatically link an administration. To do this, go to Application Management / Invoice Processing / Mailbox.
Below is an example of how this screen might look:
If invoices are automatically forwarded from your organization's email address, then this email address is considered the recipient email address, and the email address of the creditor is considered the sender.
In the Mailbox, you can easily see for incoming invoices which email address is the recipient address (To) and which email address is considered the sender address (From).
From = Sender email address
To = Recipient email address
You can create a new rule by clicking the "Add" button. Choose the option 'Assign to Administration', enter the recipient email address, and select the desired administration. Once you click 'Save', new messages coming to the specified recipient email address will automatically be assigned to the selected administration.
Automatically Processing Messages from Suppliers
By using a designated email address solely for purchase invoices, you can also make agreements with creditors to send only invoices in XML or PDF format to that address. For creditors who consistently follow this process, you can enable quick mailbox processing by clicking on the plus icon next to the creditor's email address within the mailbox.
New emails from this email address bypass the mailbox, and the invoices are immediately visible in the Coding section. Unlike emails with a recipient email address in the Mailbox, these emails no longer remain in the Mailbox but are directly routed to the Coding section.
When you set a 'Sender Email Address', you must be 100% certain that only invoices are sent from this email address. If any promotional material is inadvertently included even once, the advertisement will be processed automatically, assigned a document number, and will indeed appear in the Coding section.
You can also add a new sender email address using the following method: go to Application Management / Invoice Processing / Mailbox. Click the 'Add' button to create a new rule. Choose 'Automatically Process'. As shown in the image below, there are various options for registering a sender email address. You can set a sender email address for a creditor, a scanner, for XML invoices from Medeco, or via a Peppol account.
- E-mail from creditor
For all invoices sent directly to the Mailbox email address from a specific creditor. - E-mail from internal scanner
For all invoices that are sent to the Mailbox directly after scanning. Here you enter the email address of the scanner. - Customer number XML invoice from Medeco
If you receive XML invoices from Medeco and have an invoice recipient number, you can use this option. If your organization operates with multiple administrations, and you have chosen this option, you are required to register an administration. This is because Medeco uses a different invoice recipient number for each administration. - PEPPOL
If you use PEPPOL, you can enter the company name of the supplier who sends invoices to you via PEPPOL.
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 is that these invoices are in XML format, containing more financial data that can be extracted for even more efficient processing.
More information on processing XML invoices can be found here: Working with XML Invoices
You can activate PEPPOL via Application Management / Invoice Processing / PEPPOL and click on 'Add.' Fill in the name of the organization, the address, and at least one of the requested numbers. It's preferable to provide multiple numbers for better verification. Invoices are sent to the correct organization based on the Chamber of Commerce (KvK) number. After filling in the fields and clicking 'Save,' our team will verify the request. Once approved, your organization will be ready to receive PEPPOL invoices, which will automatically enter the Mailbox.
More information on PEPPOL can be found in this article: How can I receive and process PEPPOL invoices?
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