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Scan network


What is the scanning service?

Efficient Conversion to Electronic Format

The scanning service swiftly transforms purchase invoices received by post and email into electronic format. This integration covers the reception of paper, email, and e-invoices, allowing your company to eliminate paper use and greatly enhance time efficiency.

Setup and Supplier Instructions

  • Open a Scanning Account: Your company needs to establish a scanning account.
  • Supplier Coordination: Request suppliers without e-invoicing capabilities to send their invoices to your designated scanning address.

Invoice details and images are delivered to your company's Maventa account, where other e-invoices are also received. Transferring these scanned invoices to your financial system is straightforward:

  • Use Connector or
  • Directly through the ERP you are using.

If your current software lacks direct integration with Maventa, download Connector here.

Timely Delivery:

Invoices sent to the scanning service will be available in Maventa by the next business day at the latest.

How do I open the scanning service?

Activating the scanning service requires that e-invoicing receiving is enabled.

  1. Log in to your Maventa account 
  2. Select Settings from the top menu
  3. Then choose Invoice Settings > Receiving invoices from the left
  4. Click the arrow next to the Scan network section
  5. Enter your company's address information in the appearing fields for sending non-invoice materials and finally click Activate
  6. Your scanning account is now activated and ready to receive materials the next business day

When the scanning service is active, clicking the arrow next to the Scanning network section will display your scanning address (email and postal address), which you can provide to suppliers not yet sending invoices as e-invoices. You can find a ready-made notification template here, where you can fill in your company's up-to-date billing information and send it to necessary suppliers.

You can later modify the return addresses of the scanning service from the same place and under Return Address. To ensure materials arrive properly, the email address must be your desired, functional address. Updates related to the scanning account will take effect the next business day.

What should be considered when sending an invoice to the scanning service?

Invoices can be sent to the scanning service via email or post. The service processes only invoices; reminders, order documents, etc., are forwarded to the customer's return address. To be recognized as an invoice, the document must contain at least the following information:

  • Invoice Type (invoice, credit note, etc.)
  • Invoice Number
  • Account Number
  • Total Amount

If any of this information is missing, the invoice may be returned to the customer's address.

Scanning Addresses: The serial number is the business ID without a hyphen:

For example, if your business ID is 1234567-8, your scanning service address is:

Instructions for Sending Paper Invoices by Post:

  • NOTE! The serial number and recipient's name must appear in the invoice's address field, not just on the envelope.
  • Invoices should be posted together with attachments in one envelope. Multiple invoices may be sent in the same envelope.
  • Ensure only invoices and their attachments are placed in the envelope.
  • Use only black ink and print with a high-quality printer.
  • Do not staple invoice pages together.
  • The total amount must be visible.
  • The invoice image must be in portrait orientation.

Instructions for Sending PDF Invoices via Email:

  • Invoices must be attached to the email. The invoice image should appear first, followed by attachments in order.
  • For PDF invoices, the serial number does not need to be in the address field because the email address used identifies the recipient.
  • One invoice per file, containing all pages and attachments.
  • Multiple invoices can be sent in one email. Each file must have a unique name.
  • A single email can be a maximum of 10 MB.
  • PDF files must be real PDF documents, version 1.3 or newer.
  • PDF files must not be locked or password protected (e.g., invoices sent via secure mail are not scanned).
  • The document's maximum exterior size is 210 x 297 mm.
  • Attachment names may only contain standard characters, a-z, A-Z, 0-9. Underscores, hyphens, and spaces are allowed.

Handling of Documents Received by the Scanning Service:

  • If an incoming invoice lacks a serial number, has the wrong serial number, or the serial number is incomplete, it will be added according to the applicable price list.
  • If an order document, reminder, or collection letter arrives, it will be forwarded to the recipient via email (document forwarding according to the applicable price list).
  • If a package, etc., arrives, it will be sent to the recipient by post (forwarding according to the applicable price list).
  • All advertisements, catalogs, etc., received by the scanning service are destroyed.
For more information check: Handling of Non-Invoice Material 


What information is transferred from a scanned invoice to the e-invoice?

To ensure successful scanning of purchase invoices, it is important that the fields on the invoice are recognizable. The fields are identified automatically, so they must be clearly marked with commonly used identifiers. The invoice and due dates should be formatted as DD/MM/YYYY.

The following 13 fields are recognized from the invoice:

  • Invoice number
  • Invoice date
  • Due date
  • Currency code
  • Bank IBAN number
  • Your reference
  • Payment Reference Nr
  • Serial number
  • VAT amount total
  • Invoice amount total
  • Supplier’s Business Code
  • Supplier’s name
  • Invoice type

Please note that the recognizable fields vary depending on the recipient company's country. You can find the recognizable fields for foreign customers here. Note that these interpreted fields apply when the receiver company is from Finland.

Why is the sender's name replaced with a business ID or account number?

The scanning service interprets the supplier's business ID from the invoice image, and Maventa retrieves the corresponding name information from our registry. If the name information is not found, the business ID is displayed instead. If the supplier's business ID cannot be interpreted from the invoice at all, Maventa checks the account number next, if that can't be found in our registry either, the suppliers name will the account number, since the field cannot be empty.

If the supplier's name on the invoice shows a business ID or account number, please contact our support so we can add the supplier's information to our registry, ensuring the correct name appears on future invoices.

Scan network pricing

Basic pricing of the scanning service:

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Additionally, we charge for extra scanning tasks:

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  • Non-invoice material resending - email: The received document was forwarded to the recipient via email because it didn't meet the invoice criteria.
  • Non-invoice material resending - mail: The received document was forwarded to the recipient by mail because it didn't meet the invoice criteria (More information here).
  • Adding scan ID: The serial number was missing from the invoice and had to be identified and added to the material manually.

Why am I being charged for additional scanning tasks?

Additional scanning tasks are due to the following reasons:

  • Non-invoice material resending - email: The received document was forwarded to the recipient by email because it did not meet the invoice criteria.

  • Non-invoice material resending - mail: The received document was forwarded to the recipient by mail because it did not meet the invoice criteria.

  • Adding scan ID: The serial number was missing from the invoice and had to be identified and manually added to the material.

Handling of non-invoice material received via the Scan network

Non-invoice materials received by the scanning service are forwarded to the return address provided via mail or email. A fee is charged for forwarding non-invoice documents according to the current price list. If the email or postal address changes, the information must be updated in the Maventa account settings under Settings > Receiving invoices > Scan network, or by contacting our support.

You can specify a return address by providing both an email and a postal address. Finally, select 'Save.'

Non-Invoice Documents

For example, order confirmations, payment reminders, or collection letters are sent to the customer via email. Also, invoices or credit notes missing the total amount, invoice number, invoice type, or account number are sent by email.

Packages, etc.

Materials delivered to the scanning service that do not fit in the scanner are sent to the customer by mail.

All advertisements, catalogs, etc., received by the scanning service are destroyed if the material arrives by post.

How do I close the scan network? 

  1. Log in to your Maventa account 
  2. Select Settings from the top menu.
  3. Then choose Invoice Settings > Receiving invoices from the left.
  4. Click the arrow next to the Scan network section.
  5. Below the emerging fields, you'll find the option to Deactivate.

Once the scanning service is closed, materials sent to the scanning address within the next 60 days will either be sent to the return address or destroyed (e.g., advertisements and product catalogs).

Materials suitable for scanning will be returned to the recipient via email. Otherwise, materials will be returned via mail. After 60 days, all materials received by the scanning service will be destroyed. Materials sent to the return address will be billed according to the Maventa price list.