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Invoice settings

In this guide, you will learn how to manage notifications for e-invoices, modify invoice sending settings, and activate both printing and e-invoicing services.

 

Invoice notifications

Configure notifications for incoming e-invoices and error notifications for sent invoices.

  • Incoming Invoices: Go to Settings > Invoice Settings > Invoice Notifications. Deselect "Receive notifications for incoming invoices" if you do not wish to receive notifications about new e-invoices. Save the changes.
  • Sent Invoices: Set the email address for receiving error notifications about failed e-invoices. You can provide only the sender's email address, which is linked to your invoicing software, or add additional email addresses by selecting both options. Add the necessary email addresses and save your choices.

Sending invoices

  • General information: Configure routing settings and set a block on duplicate invoicing if needed.
  • Invoice image settings: Upload your company's logo under the "Attach file" section to replace the Maventa logo on the invoice image.
  • Email: Enable sending invoices via email by selecting "Allow sending invoices by email" and choose the sending method. 
    • Send with attachments: The invoice email will contain the PDF image and any other invoice attachments. 
    • Send with merged PDFs: The invoice email will contain the PDF image and any other invoice attachments. All the PDF attachments and invoice image will be merged into one file. This can be helpful when sending email invoices to scan services.
      ⚠️ Merging multiple PDF files together may not always work perfectly with all possible PDF files. Different PDF versions can cause issues.

Send with attachments or merged PDFs: If the total size of the attachments is larger than 5 megabytes the recipient will be instructed to download using a link provided in the email. When sending to a Finnish recipient, the email message will also include a virtual bar code which makes it easier and faster for the recipient to pay the invoice in the internet bank.

    • Send with a link: The invoice email will contain a link to download the invoice instead of an attached PDF. When the recipient opens the invoice, the sender receives a notification email. 
    • Send with a link to accept or decline the invoice: The recipient must accept the invoice before being able to view any payment information. Recipient can also choose to decline the invoice, with the option to notify sender of the reason for the decline. 

⚠️ Send with a link or link to accept or decline the invoice: Using these options might cause issues when sending emails to scan services. Their automated email handling might not be able to access the link thus resulting invoice not reaching the recipient. If your recipient(s) are using scan service to receive email invoices, use Send with attachments or Send with merged PDFs -method.


    • Reminders frequency: Specify how often a reminder is sent if the link has not been opened or the invoice has not been accepted or declined. Frequency can be 1-7, 14 or 30 days. This does not apply if the invoices are sent as PDF attachments.

    • Additional information to show in the email content: You can provide Contact name, Email, Phone and Message to include in the email content. If there's no additional information given, Maventa will automatically use the contact information of the user who is sending invoices. 

After the additional information is filled and saved, an email will be sent to the given Email which confirms that this email address may be used for this purpose. The email will include a confirmation link and new settings wont be active before the changes are accepted via the given link.

  • Printing service: Enable the printing service by selecting "Enable printing service" and save the settings.

Receiving invoices

  • Receiving e-iInvoices: Go to the E-Invoice Receiving section and click "Activate" so your company can receive e-invoices. After activation, e-invoices can be delivered immediately, and the information will be updated in the public e-invoice address directory the next day.
  • PEPPOL e-invoicing: Activate the free PEPPOL connection for international invoices. Ensure that e-invoice receiving is also active to enable this connection.
  • Scanning service: Activate the scanning service if needed, and review the service's pricing and instructions.