What to do when an invoice is too large for export

Sometimes, an invoice cannot be exported because its PDF file is too large. This article explains why this happens and what you can do about it.

Why an oversized Invoice cannot be exported

When exporting invoices to your financial system via a web service, the PDF of the invoice is included in the export. Many web services impose a limit on the size of files they accept during an export. This limitation may exist for several reasons, such as a higher risk of an unstable connection with large files or interference with other processes if the web service runs on a local server. These limits vary per web service and are usually not adjustable. Based on experience, files larger than 3.5 MB can cause export issues, though this threshold may differ depending on the web service.

What Makes a PDF Invoice Too Large

The main reasons for an oversized PDF invoice include but not limited to:

1. Numerous Pages: For example, when additional specifications are attached to the invoice.
2. High Resolution: The PDF's resolution might be excessively high.
3. Use of High-Quality/Complex Images: Particularly if images are uncompressed or inefficiently compressed.
4. Special Fonts: Non-standard fonts that are not commonly available on systems.
5. Transparency or Effects: Using design features like transparency.
6. Metadata or Extra Information: Tracking the invoice's revision history.
7. Attachments or Specifications: Additional files included with the invoice.
8. For a PDF invoice, a simple layout suffices for practical use. Complex formatting or lack of compression can make the file unnecessarily large.

How to Resolve This Issue

Notify the creditor

First, inform the creditor of the issue and request that they send smaller PDF invoices. Large or high-quality PDFs are not necessary for effective processing. A simple design is adequate for reading and processing. If the invoice includes many pages due to order details or specifications, ask if these can be sent as separate attachments. When processing the invoice in Spend Cloud, you can link these files to the invoice if necessary.

Replace the file during export

To enable the export of the invoice, you can replace the file by navigating to Invoice Processing / Export and click the magnifying glass icon (View) next to the invoice. The replacement button is only visible if it is enabled in the rights set where your role is based on. If you do not see this button, ask an administrator to enable this option within the rights of your role.

Request a revised PDF from the supplier in a smaller format to upload.

Once you have a reduced file, click the replace document in the export section of the invoice viewer. Upload the revised file in the next screen and click Save. The file will now be replaced. The original invoice remains attached as a non-exportable file, ensuring the original document is always available within Spend Cloud.

There are various (online) tools available to compress PDF files. However, using these tools is at your own risk. We recommend discussing this with your application manager beforehand.

 

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