Sample email - inform creditor about e-invoicing

Our goal is to have users spend as little time as possible in the Spend Cloud. The software should do as much as possible automatically, so that our users can focus on other important tasks. Digital invoice processing helps with this, especially invoices in XML format. This is also known as E-invoicing Not every creditor sends XML invoices (yet), even though this option is available. From the software you can ask a creditor who still sends PDF invoices to send XML invoices instead. This functionality is called 'Inform creditor.

Inform creditor 

You can write to a creditor from the Spend Cloud Mailbox to send XML invoices. To do this, go to Mailbox / Edit / Inform creditor. This is a button at the top of the received email. When you select this option you will see a standard email appear. You can adjust this as desired. When you click 'Send', the email will be sent to the email address from which the received email originates.

NB! The Spend Cloud is not email software. When you send an email from the Spend Cloud, the creditor is not able to response. If you would like to start a discussion with the creditor, send the email from your own correspondence email address, or ask them to reply to a specific address.

Sample email

Below you can find a sample letter that you can use to ask a creditor to send XML invoices. 

Subject: Sending digital XML invoices

Dear,

We would like to receive XML invoices, preferably in UBL 2.0 format. If this is not possible, PDF is also still an option. We can receive these via the PEPPOL network, or via our own invoices email address.

We would like to ask you the following:

1. Please merge invoices consisting of multiple pages into one file (the email itself may contain multiple invoices).
2. Please give the XML invoice and the corresponding PDF invoice the same name. The PDF file can also be embedded in the XML file. Then there is no need to send a separate PDF invoice.
3. Please use the correct ascription on the invoice.
4. Please send the email to the correct email address. {Email address}

When we receive the invoices in the above manner, they can be processed faster and sometimes completely automatically. For the same reason, we would like to ask you not to send reminders or other types of email. Only send invoices to this email address.

We hope to have informed you sufficiently with the above. If you have any questions and/or comments regarding this message, please contact us.

Yours sincerely,

The financial administration

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