Invoice settings

The company account's admin user is always responsible for the settings of the company's Maventa account. Other user roles do not have the right to edit the company account's settings.

Invoice notifications

Invoice notification settings are used to define how and to which email addresses Maventa sends automatic notifications about incoming invoices or error situations with sent invoices.

Editing the company's invoice notification settings is started by logging into the service and navigating to the Invoice notifications section of the account settings. In this section, it is possible to check or edit the company account's invoice notification settings for both received and sent invoices.

Received invoices

Received invoices: The company account's admin user can either prevent or allow automatic notification messages sent by Maventa regarding received invoices to the company account. The settings define whether the notification messages are sent to the company's email address or to another separately defined address. It is not possible to receive notification messages to both options simultaneously.

Follow these steps to update the notification settings for incoming purchase invoices for the company's Maventa account:

1. Go to the following section in the Maventa account: Settings > Invoice settings > Invoice notifications > For incoming invoices section

2. Click the Receive notifications of incoming invoice checkbox:

   1. Active, if you wish to receive notifications about purchase invoices arriving to the company account

   2. Inactive, if you do not wish to receive notifications about purchase invoices arriving to the company account

3. Define the receiving address for notification messages by clicking the radio button active next to the desired option; To the company email or Receive notifications of incoming invoice

   1. If you chose Receive notifications of incoming invoice, fill in the desired email address in the dedicated text field. Only one address can be in use

4. Click the Save button at the bottom of the view

Sent invoices

Sent invoices: The company account's admin user can prevent or allow automatic notification messages sent by Maventa regarding invoice sending errors. Additionally, the settings can define whether error notifications are sent to the sender's email address or to other addresses. Both options can be active simultaneously.

Follow these steps to update the error notification settings for sales invoices delivered by the company for the company's Maventa account:

1. Go to the following section in the Maventa account: Settings > Invoice settings > Invoice notifications > For sent invoices in error section

2. Select the receiving address for error notifications in the For sent invoices in error view by clicking the checkbox or checkboxes. You can select one or more options:

   1. To invoice sender active, if you wish to receive notification messages about sent invoice error messages to the sender's email address

   2. Other email addresses (you can add several) active, if you wish to receive notification messages about sent invoice error messages to some other email address or addresses

      1. Fill in the desired email address in the dedicated text field

      2. If you wish to add more than one address, click the ⊕ Add button found on the right side of the text field

   3. To invoice sender and To other email addresses Other email addresses (you can add several) active, if you wish to receive notification messages about sent invoice error messages to both options

      1. Fill in the desired email address in the dedicated text field

      2. If you wish to add more than one address, click the ⊕ Add button found on the right side of the text field

   4. Inactive, if you do not wish to receive notification messages about sent invoice errors

3. Click the Save button at the bottom of the view

Sending Invoices

Editing the company's sent invoice settings is started by logging into the service and navigating to the Sending invoices section of the account settings.

The company account's admin user can edit general settings, the settings of the invoice image generated by Maventa, as well as the settings for invoices sent via email and the print service.

The sending of invoices does not need to be separately activated, but the use of the email and print service requires a separate activation if necessary.

General

The company account's admin user can edit two general settings related to the routing of sent invoices.

If an invoice is placed on hold when multiple recipients are found, a notification message is delivered to the sender's email, through which the desired delivery address is selected. If the address is not confirmed, the invoice remains on hold and is not forwarded to the recipient.

Additionally, reusing the same invoice number within seven (7) days of the previous transmission can be prevented, which blocks accidental transmissions from the accounting software.

Place invoice on hold if multiple recipients: If Maventa finds multiple potential recipients for the same invoice during routing, it can be specified through the setting that the invoice is placed on hold. In this case, an automatic notification message is delivered to the invoice sender's email, through which the desired delivery address must be selected for the invoice. If the sender does not confirm the delivery address, the invoice remains on hold in Maventa and is not forwarded to the recipient.

Stop duplicate invoice numbers: Reusing the same invoice number within seven (7) days of the previous transmission can, if necessary, be prevented through the settings. The purpose of the setting is to prevent situations where the same invoice is inadvertently sent from the accounting software multiple times in succession.

Follow these steps to update the general settings for sent invoices for the company's Maventa account:

1. Go to the following section in the Maventa account: Settings > Invoice settings > Sending invoices > General tab

2. Define or edit the desired general settings for sales invoices:

   1. Click the Place invoice on hold if multiple recipients checkbox:

      1. Active, if you wish to place sent invoices on hold when multiple potential recipients are found for the invoice

      2. Inactive, if you do not wish to place sent invoices on hold when multiple potential recipients are found for the invoice

   2. Click the Stop duplicate invoice numbers checkbox:

      1. Active, if you wish to prevent reusing the same invoice number within seven (7) days

      2. Inactive, if you do not wish to prevent reusing the same invoice number within seven (7) days

3. Click the Save button at the bottom of the view

Layout settings

If an invoice image (PDF) is not sent with the invoice xml, Maventa generates it automatically. The company account's admin user can add the company logo to this invoice image, which will be placed in the top right corner.

Invoice image appearance settings: If an invoice image (PDF) is not sent with the invoice xml, Maventa automatically generates an image for the invoice. The generated invoice image is sent to the invoice recipient along with the invoice xml.

The allowed image formats for the logo file are PNG or JPEG. The maximum allowed file size is 5 MB.

The setting only applies to sent invoices and is active only when the original image attachment is missing. If a custom invoice image has been attached to the invoice, that original PDF file will be used, and the image generated by Maventa will not be created in that case.

Follow these steps to update the settings of the invoice image generated by Maventa for the company's Maventa account:

1. Go to the following section in the Maventa account: Settings > Invoice settings > Sending invoices > Layout settings tab:

   1. Attach the company logo image as a PNG or JPEG format file by clicking the 📎 Attach file... button

      1. Click the Upload button at the bottom of the view

   2. Remove the company logo image by clicking the Remove logo button at the bottom of the view 

Email invoicing activation and sending methods

It is possible to define on the company's Maventa account whether sending invoices via email is allowed and in which manner the sending is performed. Email invoices can be delivered as an email attachment, via a download link, or with an accept/reject option. The company account's admin user can either prevent or allow the sending of email invoices and define the sending method.

Follow these steps to update the email invoicing settings for the company's Maventa account:

1. Go to the following section in the Maventa account: Settings > Invoice settings > Sending invoices > Via email tab

2. Click the Enable sending invoices via email checkbox:

   1. Active, if you wish to send invoices via email through Maventa

   2. Inactive, if you do not wish to send invoices via email through Maventa

      1. Click the Save button at the bottom of the view, the sending of email invoices is now disabled

3. If sending invoices via email is activated, define the sending method by clicking the radio button active next to the desired invoicing method; Send with attachments, Send with merged PDFs, Send emails with a link, Send email invoices with Accept/Reject option

   1. If Send emails with a link or Send email invoices with Accept/Reject option has been selected as the sending method, click the Send a reminder for unseen email invoices checkbox:

      1. Active, if you wish to send recipients automatic reminders for an unopened email invoice

         1. Select the sending interval for reminder messages from the drop-down menu. The options are: 1–7, 14, or 30 days

      2. Inactive, if you do not wish to send recipients automatic reminders for an unopened email invoice

4. If sending invoices via email is activated, define if necessary the Additional information to show in the email content by filling in the details in the dedicated text fields. The details are: Contact name, Email, Phone, Message to include in the email content. The details are not mandatory and can be left blank. If the details are not filled in, Maventa automatically uses the invoice sender's details.

5. Click the Save button at the bottom of the view

6. If sending invoices via email is activated, you can if you wish, add or remove a header image to the message part of the email invoice under the Email header image view:

   1. Attach the header image as a PNG format file by clicking the 📎 Attach file... button

      1. Click the Upload button at the bottom of the view

   2. Remove the company logo image by clicking the Remove logo button at the bottom of the view

Email invoice sending methods

A more detailed description for each sending method can be found below the table. A technical description of the email invoice sending methods can be found in Maventa's documentation here: Email sending settings.

• 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 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.

Additional email invoicing settings

For invoices sent via email, the company account's admin user can define automatic reminders, edit the contact details shown in the messages, and manage the visual appearance of the emails using a header image.

Reminders: If either Send emails with a link or Send email invoices with Accept/Reject option has been selected as the sending method, the company account's admin user can activate automatic reminders for unopened email invoices.

Activation is done by setting the Send email reminders checkbox to active. After this, the sending interval for reminder messages is selected from a drop-down menu, where the options are 1–7, 14, or 30 days.

It must be noted that it is not possible to set reminders if either Send with attachments or Send with merged PDFs has been selected as the sending method.

Additional information to show in the email content: The company account's admin user can define the contact details displayed in the email messages by filling in the fields for the contact person's name, email address, and phone number. Additionally, it is possible to add a free-form message to the content of the email. If this additional information is not provided, Maventa automatically uses the contact details of the user whose credentials are used to send the invoices.

When the additional information has been filled in and saved, an automatic confirmation message is sent to the provided email address. The message contains a confirmation link that must be clicked to activate the changes. The new settings will not come into effect until the changes have been approved via the link in question.

Email header image: It is possible to add a header image to the message part of the email invoice, which is visible at the top of the email message. This image is used for email customisation purposes. The company account's main user can attach a PNG format file in the Email header image view by using the Attach file... button and saving the selection with the Upload button.

Once the email header image is added, the next time an invoice is sent via email, the email will feature the uploaded image. It is important to note that the header image only affects the invoice email. Other types of emails, such as notifications, will not include the header image.

If you wish to disable the header image, this is done by clicking the Remove logo button at the bottom of the view.

Print service

Maventa's print service allows invoices to be delivered to recipients as paper mail. The print service settings are managed by the company account's admin user. Additional information about sending paper invoices can be found in the support article Print service and Maventa's documentation here: Printing.

Follow these steps to update the print service settings for the company's Maventa account:

1. Go to the following section in the Maventa account: Settings > Invoice settings > Sending invoices > Via print tab

2. Click the Enable print service checkbox:

   1. Active, if you wish to send invoices through the print service

   2. Inactive, if you do not wish to send invoices through the print service

      1. Click the Save button at the bottom of the view, the print service is now disabled

3. If sending invoices through the print service is activated, define the Letter class for print service by clicking the radio button active next to the desired delivery class. The options are: Priority, Economy. Economy is only available for domestic deliveries

4. If sending invoices through the printing service is activated, define whether the invoices are sent as color or black and white prints by clicking the radio button active next to the desired option under the Color printing view. The options are: Black and white, Color.

5. If sending invoices through the print service is activated, define or edit the desired Print details:

   1. Click the Enable to print the attachments checkbox:

      1. Active, if you wish to allow sending attachments alongside invoices sent through the print service

      2. Off, if you do not wish to allow sending attachments alongside invoices sent through the print service

   2. Click the Add e-invoice marketing page to all invoices checkbox:

      1. Active, if you wish to allow printing a free instructional page for invoices sent through the printing service

      2. Off, if you wish to prevent printing a free instructional page for invoices sent through the printing service

   3. Click the Use your own invoice image for the prints checkbox:

      1. Active, if you wish to use your own invoice template for invoices sent through the printing service

      2. Off, if you do not wish to use your own invoice template for invoices sent through the printing service

6. Click the Save button at the bottom of the view

Print details

After activating the print service, the company account's admin user can define more specific additional settings that affect the content and structure of the sent paper invoices.

Allow attachment printing: The admin user can allow sending attachments alongside invoices sent through the print service. The following technical restrictions apply to attachments:

• A maximum of three (3) separate attachment files is allowed, making the total file count of the delivery four (4), including the invoice image

• Only pdf format files are accepted

• The maximum size of an individual attachment file is 50 MB, and the page count of the entire delivery can be a maximum of 110 pages

• If any of these conditions are not met, not a single attachment will be printed. In this case, only the invoice image is sent, and the sender is provided with an email notification regarding the matter

Add e-invoice marketing page to all invoices: When the setting is active, an instructional page is automatically printed with each printed invoice, explaining how the invoice recipient can receive invoices as e-invoices in the future. The instructional page is free of charge and is only printed in connection with invoices sent as paper.

Use your own invoice image for the prints: If you wish to use the company's own invoice template for printed invoices, the "Use your own invoice image for the prints" option is set to active. In this case, a cover page containing the recipient's address details is automatically added to all invoices passing through the printing service. The purpose of the cover page is to ensure the proper positioning of the address details in the envelope window.

It must be noted that a separate additional page fee is charged for the cover page.

Invoice receiving

The admin user of the company account can activate various channels for receiving invoices on the company's Maventa account. E-invoice receiving is the primary receiving channel, and it must be active so that additional channels, such as the Peppol network or the scan service, can be activated.

E-invoice receiving

Activating invoice receiving enables the receiving of e-invoices to the company's account. Receiving is available immediately after activation, and the information regarding the new e-invoice address is updated in the public registry the night following activation.

If you wish to disable receiving, it can be done from the same view. Disabling invoice receiving requires that any active additional channels are disabled first.

Follow these steps to activate or disable invoice receiving for the company's Maventa account:

1. Go to the following section in the Maventa account: Settings > Invoice settings > Receiving invoices > eInvoice receiving view

2. Click the eInvoice receiving toggle switch:

   1. To the Active position if you wish to receive e-invoices through Maventa

   2. To the Inactive position if you do not wish to receive e-invoices through Maventa

3. By clicking the eInvoice receiving row, you can see additional information about the receiving channel in question. If receiving is activated, the company's e-invoice address (EIA, Operator code) is also visible.

Peppol network

It is possible to activate a free Peppol connection for a Maventa account, which enables the receiving of e-invoices from both domestic and international members of the Peppol network.

Activating the Peppol connection requires that invoice receiving is first activated. Activating or disabling the connection is performed by the company account's admin user by navigating to the PEPPOL network view.

Follow these steps to activate or disable the Peppol connection for the company's Maventa account:

1. Go to the following section in the Maventa account: Settings > Invoice settings > Receiving invoices > PEPPOL network view

2. Click the PEPPOL network toggle switch:

   1. To the Active position if you wish to register to the Peppol network

   2. To the Inactive position if you wish to deregister from the Peppol network

3. By clicking the PEPPOL network row, you can see additional information about the receiving channel in question. If the connection is activated, the company's Peppol e-invoice address (EIA) is also visible

Scan service

The scan service allows a company to receive paper or pdf invoices, which the service converts and delivers to the company as e-invoices.

The scan service is activated by the company account's admin user in the Scan service view. Disabling the service is done in the same view. Before implementing the service, it must be ensured that invoice receiving is activated. It must be noted that the scan account is available on the working day following activation.