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Sending e-invoices via email

This guide explains how to send e-invoices via email using your Maventa account in various ways, including PDF attachments or download links. You will learn to use both basic and advanced settings, such as the accept/reject option and reminders.

Methods of sending e-invoices

On a Maventa account, it is possible to set whether an invoice can be sent via email and how it is executed. E-invoices can be delivered as email attachments, through a download link, or with an accept/reject option.

Email settings can be modified in Maventa by navigating to:

  1. Settings
  2. Invoice settings
  3. Sending invoices
  4. Email

Sending e-Invoices as PDF attachments

When this option is selected, all e-invoices will include the invoice image in PDF format along with any other attachments. All attachments and the invoice image are sent as separate files in the email.

  • The sender won't receive a notification of the email invoice's delivery or failure if the recipient's mailbox is full or marks the email as spam.
  • Note that the maximum file size is 5 megabytes. If the invoice image or attachments are larger, the recipient is asked to retrieve the attachments from Maventa's presentation service via a link in the message.
  • A virtual barcode is added to the body of the email in Finland.

Sending with combined PDF files

All e-invoices include the invoice image in PDF format along with any other attachments. PDF attachments and the invoice image are combined into a single file within the email. Non-PDF attachments are delivered as separate files. This method is recommended if the recipient's system (e.g., scanning service) requires a PDF attachment.

  • The maximum file size is 5 megabytes. If the invoice image or attachments are larger, the recipient is asked to retrieve the attachments from Maventa's presentation service via a link in the message.

Sending a PDF via download link

By selecting this option, the recipient must approve the invoice to view the payment details. The recipient can also reject the invoice and leave a message specifying the reason for rejection.

  • When the invoice status changes, for example upon approval, the sender receives an email notification, and the invoice status is updated on the Maventa account.

  • If reminders for email invoice recipients are activated on the Maventa account (Settings > Invoice settings > Sending invoices > Email > Reminders), they will continue until the customer selects an option on the invoice.

Note that the link to the presentation service is valid for 90 days, after which the recipient is instructed to contact the issuer.

Email header image

You can add a header image to the e-invoice's email message part using the download button in settings. The header image is displayed at the top of the email and is used for customization purposes.

Forcing the invoice to the recipient’s email

To force invoice delivery directly to the recipient’s email, enter the word EMAIL into the field intended for the e-invoicing address instead of the actual address. In the SOAP envelope, this populates the To/PartyId field with EMAIL. For example:

<eb:To><eb:PartyId>EMAIL</eb:PartyId><eb:Role>Receiver</eb:Role></eb:To>

If the SOAP envelope cannot be used, enter the word EMAIL in both the ToIdentifier and ToIntermediator fields:

<ToIdentifier SchemeID="0037">EMAIL</ToIdentifier>
<ToIntermediator>EMAIL</ToIntermediator>

For email delivery, the email address is retrieved from the standard locations: InvoiceRecipientCommunicationDetails/InvoiceRecipientEmailaddressIdentifier
or
BuyerCommunicationDetails/BuyerEmailaddressIdentifier.

If the recipient’s details are provided in the InvoiceRecipientPartyDetails element of the invoice XML, the recipient’s email address must be specified in the InvoiceRecipientEmailaddressIdentifier section.

In TEAPPS materials, the corresponding field is <NET_SERVICE_ID>EMAIL</NET_SERVICE_ID>

 

You can route the invoice for email delivery using either the invoice_put_invoice_with_metadata or POST /v1/invoices API methods.

In metadata, specify that other delivery channels are disabled to activate the email route. The recipient’s email address can be provided in the metadata; if set, this address will override the one defined in the XML file. For further details on routing, please refer to our documentation.

 

Note that if recipient details for the invoice XML material are provided in the InvoiceRecipientPartyDetails element, the email address must be declared in the InvoiceRecipientEmailaddressIdentifier section.

What does an emailed invoice look like?

An e-invoice is an email message containing either a PDF attachment or a link, depending on the settings chosen by the customer.

  • The language of the email is determined by the language setting specified in the invoice material. Currently, Maventa supports the following languages: Finnish (FI), Swedish (SE or SV with Finvoice), English (EN), Norwegian (NO), Danish (DK), and Dutch (NL).
  • For example, in the Finvoice format, the language is specified in the InvoiceRecipientLanguageCode element.

E-invoices are delivered to the recipient from the address noreply@mail.maventa.com.

Clicking the link in the message leads the recipient to a view where a password is requested:

  • By entering the password, the recipient can view the invoice details and download the invoice in their preferred format (PDF or XML).
  • The recipient also has the option to report the invoice if they find it inappropriate.

Note that the link to the presentation service is valid for 90 days, after which the recipient is advised to contact the issuer.

  • If the option to send e-invoices with the accept/reject feature is selected in the Maventa account email settings, the recipient is shown only the essential information before approving the invoice to assess its appropriation and correctness.
  • After approval, the recipient can view payment details and download the invoice in their preferred format (PDF or XML). If any errors emerge in the invoice, the recipient has the option to reject the invoice and leave a correction request message for the issuer.

Keywords

  • E-invoice
  • PDF attachment
  • Download link
  • Accept/Reject
  • Reminders
  • Header image
  • Virtual barcode