Use of the print service and sending invoices in Maventa

• Activating the print service and managing settings
• Invoice image and layout of an invoice sent through the print service
• Technical requirements for the invoice material
• Sending attachments
• Colour printing and letter class
• Routing and sending invoices via the print service
  • Automatic routing
  • Sending through the API
    • Forcing print with the PRINT keyword
  • Re-routing an invoice to the print service
• Country-specific rules
  • Finland
    • Automatic routing of consumer invoices to the OmaPosti service
  • Sweden
  • Norway
  • Denmark
  • Netherlands
  • Germany
  • Other countries
• Tracking delivery and handling errors
  • Error situations: "Postal services are not enabled"
  • Undeliverable letters

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Through the Maventa service, it is possible to send invoices as paper mail deliveries by utilising the integrated print service. Invoices are always printed double-sided if the material contains more than one page. The system delivers the invoices for printing during the night, and they transfer to postal distribution on the following working day.

Print production does not take place during weekends and public holidays. Delivery times and letter classes vary by country. More information can be found in the section Country-specific rules.

Activating the print service and managing settings

The print service is not active by default. It must be activated separately for each company account.

📖 Maventa documentation: Printing

Editing the company's print service settings can be done via API or by logging into the Maventa service and navigating to the Print service section of the account settings. The company account's admin user can check or edit the company's print service settings and activate or deactivate the sending channel in question through the user interface or via API.

More detailed step-by-step instructions for activating or closing the service, selecting the letter class and colouring, and other configurations can be found from here: Invoice settings - Print service. This article focuses on the technical requirements of the invoice material, forcing invoices to printing, and managing error situations.

Invoice image and layout of an invoice sent through the print service

Invoices sent through the print service are printed by default on a standard invoice image generated by Maventa. This invoice image is optimised for efficient processing, fulfills all technical requirements, and its layout is designed to fit the windowed envelopes used by each country's print service.

Country-specific examples of the invoice images generated by Maventa can be found in Maventa's documentation here: Country specific rules and settings.

Alternatively, it is possible to use the company's own PDF invoice image for printing. The use of a custom invoice image can be defined as a company-level general setting either from the Maventa user interface or via the API. However, the invoice-specific use of a custom invoice image is only possible by utilising the API, and this choice cannot be configured in the settings of the Maventa user interface.

Through the API: a custom invoice image is chosen for a single invoice with the POST /v1/invoices method and the print_settings[print_own_image] parameter. This overrides the company-level setting.

When using a custom invoice image, the system automatically adds a separate address page to the beginning of the letter so that the recipient's address details align correctly with the envelope window. A separate additional page fee is charged for the cover page.

The cover page works differently in some countries. In Finland, the cover page can be left out, and in the Netherlands, it is free of charge. More information can be found in the section Country-specific rules.

Invoices are always printed double-sided if the material contains more than one page. If a custom invoice image is used in printing, it must be ensured that the material fulfills the technical requirements set for the service.

Technical requirements for the invoice material

For printing to succeed, all files to be sent must be in PDF format. The files must not contain dynamic components, and all fonts, images, and other elements must be embedded in the file. The precise requirements for the data are:

• Page size: The size of the PDF page must be standard A4 (210 x 297 millimeters)
• Margins: The top and right margins must be left blank
• Backgrounds and transparency: A black or dark background must not be used in invoice images or attachments, and the files must not contain transparency (no transparencies)
• Encryptions and security restrictions: PDF attachment files must be delivered without encryption or any kind of security restrictions. The printing service cannot process password-protected files or files whose access rights are restricted (for example, to prevent printing or content copying)
• Fonts and text: All fonts must be embedded (subset or full), and text should be saved in text format (not as a bitmap)
• Images and resolution: The recommended resolution for images is 250–300 dpi. A higher resolution does not significantly improve quality, but a lower resolution degrades print quality. Graphics, such as logos and charts, must be of good quality
• File size: The recommended maximum size per page is 1024 KB (the smaller the file is, the better)
• Colour settings in black and white printing: The data must be 2-colour (purely black and white only), and greyscales are not supported
• Colour settings in colour printing: Black text must be pure black (not 4-colour CMYK black), and all other colours must be CMYK colours

Before a custom invoice image is taken into production use, it is advisable to test the PDF files with all variants of fonts and images. More information: Printing - Technical restrictions of the PDF.

Sending attachments

Attachments are printed only when attachment printing is allowed in the company's print service settings. By default, attachment printing is disabled for Finnish companies and enabled for companies in all other countries. Each printed attachment page is charged as an extra page.

The following system restrictions apply to sending attachments:

• A maximum of 3 separate attachment files can be included with the invoice (a total of a maximum of 4 files including the invoice image)
• The allowed size of a PDF attachment file is a maximum of 50 MB
• The total page count of the printable data 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.

More information is available in the Maventa documentation: Attachment handling.

Colour printing and letter class

Colour printing and the letter class are chosen for the whole company in the print service settings. Through the API, both can also be chosen for a single invoice when it is sent, which overrides the company-level setting.

• Colour printing: invoices are printed in black and white by default. When colour printing is on, every page of the invoice is charged as a colour page, regardless of how many pages actually contain colour. For a single invoice, colour printing is chosen with the print_settings[color] parameter of the POST /v1/invoices method. In the Netherlands, all invoices are printed in colour.
• Letter class: the letter class can be chosen in Finland and Sweden. In other countries, it is fixed. International letters are always sent as Priority. For a single invoice, the letter class is chosen with the print_settings[letter_class] parameter of the POST /v1/invoices method. The value PRIORITY or ECONOMY is case-sensitive.

Routing and sending invoices via the print service

An invoice can be directed to the print service route either via automatic routing or by forcing it to be sent by post. Additional information about routing can be found in Maventa's documentation here: Printing.

Automatic routing

The print service is the last fallback when an invoice cannot be delivered as an e-invoice or by email. Maventa tries the delivery channels in this order: e-invoice, email, print service.

For print delivery, the print service must be activated on the company account, and the recipient's full postal address must be in the invoice XML. The invoice image must also meet the technical requirements of the print service.

Sending through the API

Invoices are sent with the POST /v1/invoices method. To force print delivery, the e-invoice and email routes are turned off in the same request with the disabled_routes parameter.

Maventa then sends the invoice only through the print service. Recipient details given in the request override the details in the invoice XML. Print settings for a single invoice, such as colour printing, letter class and the use of a custom invoice image, can be given in the same request.

More information is available in the Maventa documentation: Controlling delivery routes.

Forcing print with the PRINT keyword

In the Finvoice and TEAPPS formats, an invoice can be forced to the print service by using the keyword PRINT in the invoice XML in place of an e-invoice address. The exact XML for each format is shown in the Maventa documentation: Forced print route.

Re-routing an invoice to the print service

If an invoice could not be delivered, for example because the e-invoice address or the email address was wrong, it can be sent again through the print service with the PUT /v1/invoices/{id}/reroute/print method. If the invoice content itself contains errors, it must be corrected and sent as a new invoice.

More information is available in the Maventa documentation: When the invoice fails.

Country-specific rules

The print service works slightly differently in each country. The differences concern the production facility, envelope sizes, letter classes, delivery schedules and additional services. The rules that apply depend on the country of the sender's company account. More information is available in the Maventa documentation: Country specific rules and settings.

One sheet holds two printed pages. If a custom invoice image is used, the cover page added by Maventa is counted as one page.

🇫🇮 Finland

• Cover page: Finnish companies can leave out the cover page when they use their own invoice image. The sender is then responsible for making sure that the invoice image follows Posti's layout rules, including the position of the recipient's address in the envelope window. Maventa support turns this option on after checking the layout.
• Letter class: domestic letters can be sent as Economy (default) or Priority. In practice, the regional delivery schedule often affects the delivery time more than the letter class.
• E-invoice instruction page: a free page can be added to printed invoices, guiding the recipient to receive invoices electronically. The setting is described here: Invoice settings - Print service.

More information is available in the Maventa documentation: Printing (Finland).

Automatic routing of consumer invoices to the OmaPosti service (Finland)

In Finland, an automatic check via the OmaPosti service is used for invoices aimed at consumers (B2C). OmaPosti is an application that allows consumers to receive their mail electronically instead of as a paper printout. If the recipient has an active OmaPosti account and has not blocked digital letters from the sender, the invoice is delivered to OmaPosti instead of being printed and posted.

From 15 October 2026, Maventa has its own direct connection to OmaPosti alongside the check made by the print service provider. Deliveries through the direct connection are shown on the invoice and charged as digital deliveries, which cost less than printed letters. The print service provider’s check will be removed on 1 March 2027. Through the API, OmaPosti delivery can be allowed or prevented for a single invoice.

More information is available in the Maventa documentation: Printing (Finland) - OmaPosti and Kivra moves to OmaPosti.

🇸🇪 Sweden

• Letter class: Economy (B-post) or Priority (A-post). Delivery times are listed on PostNord's website: Delivery times for domestic letters.
• Layout rules: the print service provider's layout rules are linked in the Maventa documentation. Following them is not required when a custom invoice image is used, because the cover page places the address correctly.

More information is available in the Maventa documentation: Printing (Sweden).

🇳🇴 Norway

• Letter class: Priority.
• Automatic return post handling: letters that cannot be delivered, for example because the address is outdated or wrong, are not returned to the sender. They go to a separate return address, which Maventa prints as the sender's address on the letters. There, the sender's details are recorded, the letter is securely shredded and the failed delivery is reported to Maventa. The invoice is then marked with a delivery error, so the sender can update the customer's details and send the invoice again. The feature has a small fee.

More information is available in the Maventa documentation: Printing (Norway).

🇩🇰 Denmark

Denmark has no local print production. Invoices from Danish companies are printed and posted in Norway, and the Norwegian rules and prices apply. For example, an invoice printed in Norway and sent to Denmark is charged according to the EU print price list. The letter class is Priority.

More information is available in the Maventa documentation: Printing (Denmark).

🇳🇱 Netherlands

• Invoice image: the company's own invoice image is used by default. A cover page with the recipient's address is added automatically, free of charge. If the invoice has no invoice image, Maventa generates one.
• Colour printing: all invoices are printed in colour, and the colour setting has no effect.
• Delivery schedule: invoices that reach Maventa before 24:00 on a working day are printed and handed over to postal distribution on the same day. The letter class is Priority.

More information is available in the Maventa documentation: Printing (Netherlands).

🇩🇪 Germany

A local print production facility in Germany is planned. Until it is ready, invoices from German companies are printed in Finland. Invoices are sent as Economy letters, and delivery usually takes 2-3 working days.

More information is available in the Maventa documentation: Printing (Germany).

🌍 Other countries

Countries without their own print production, such as Estonia, Belgium, Iceland and Poland, are served from Finland, and the Finnish rules apply. For example, an invoice sent by an Estonian company to another Estonian company is printed and posted in Finland.

More information is available in the Maventa documentation: Printing (Other countries).

Tracking delivery and handling errors

Printed invoices are tracked through the API with the same webhooks and status checks as all other delivery channels. The invoice actions show when an invoice was sent to print, together with the postal address and the letter class used. A delivered status means that the invoice was handed over to the print service. It does not confirm that the letter reached the recipient.

More information is available in the Maventa documentation: Checking how an invoice was delivered.

In the Maventa testing environment, print deliveries are only simulated: invoices are marked as sent, but nothing is printed or posted.

Error situations: "Postal services are not enabled"

If sending an invoice fails and the system returns the error message: "Postal services are not enabled and the only found route was trough postal services.", the error is caused either by a missing activation of the service or by incomplete address details in the sent XML invoice.

Invoice material sent through the print service must always include at least the following recipient information:

• Postal address
• Postcode
• City
• Country code

The absence of even one of the aforementioned details prevents the invoice from being sent to the print service. If the print service is activated in the company account settings in accordance with the separate activation instructions, the correctness and completeness of the recipient address details in the invoice material should be checked in the event of an error situation.

Undeliverable letters

If a letter cannot be delivered because the address is outdated or wrong, it is returned to the sender's address. The sender's address is always shown on the invoice image generated by Maventa and on the cover page, and it is taken from the invoice data.

Norway is an exception. More information can be found in the section Country-specific rules.