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Sending invoices via email

This guide explains how to send 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 invoices via email

There are four methods from which you can choose how your email invoices are sent out to the recipient. When sending email invoices is activated, one of the following delivery methods can be selected: Send with attachments, Send with merged PDFs, Send with a link or Send with a link to accept or decline the invoice.

The settings can be changed in the company's Maventa account by the admin user under Settings > Invoice settings > Sending invoices > Email -tab.

More detailed information about email invoice sending methods can be found in our support article here: Invoice settings - Sending invoices.

You can also find more information about Email invoicing in our documentation.

Email header image

Invoice email body can be customized by adding a header image that will be visualized on top of the email. Adding a header image to customize the email provides a great opportunity to enhance recognition and ensure that recipients can easily identify the sender.

More detailed information about email invoice sending methods can be found in our support article here: Invoice settings - Sending invoices.

You can also find more information about Email invoicing in our documentation.

Forcing the email invoice to the recipient’s email

To force invoice delivery directly to the recipient’s email without first attempting the e-invoice route, 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.