Scan network

Scan network

• What is the scanning service?
• How do I open the scanning service?
• Where do I find the scanning service addresses?
• What should be considered when sending an invoice to the scanning service?
• What information is transferred from a scanned invoice to the e-invoice?
• Why is the sender's name replaced with a business ID or account number?
• Scan network pricing
• Why am I being charged for additional scanning tasks?
• Handling of non-invoice material received via the Scan network
• How do I close the scan network? 

AutoScan

• What is AutoScan

• Getting started with AutoScan 
• Sending invoices to AutoScan
• Frequently asked questions

 

 

What is the scanning service?

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:

• Directly through the ERP you are using.

Delivery of the invoices: Invoices sent to the scanning service are generally available in Maventa by the next business day.

 

How do I open the scanning service?

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

The e-invoice receiving and scan service can be activated via your existing accounting software using an API, or via the Maventa user interface by following these instructions: Invoice settings - Invoice receiving.

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 scan account will take effect immediately.

Where do I find the scanning service addresses? 

The scan service addresses for a Maventa account can be retrieved either through the user interface or, if possible, via the API.

User interface: Settings > Invoice settings > Receiving invoices > Scan network

SOAP API: scan_account_show

REST API: /v1/services/scan

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:

Scanning service activated before May 29, 2026:

The serial number is the Business ID without a hyphen:
invoice-serialnumber@kollektor.fi and FI-serialnumber@scan.maventa.com

For example, if your Business ID is 1234567-8, your scanning service is:
invoice-12345678@kollektor.fi and FI-12345678@scan.maventa.com

Scanning service activated on or after May 29, 2026:

The serial number is the Business ID without a hyphen:
FI-serialnumber@scan.maventa.com

Postal address:

Company Name
AIFIXXXX (XXXX = customer number assigned to the company)
P.O. Box 110
FI-01301 VANTAA

The customer number assigned to the company is generated upon service activation.

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.

When the recipient is a Finnish company, the email sender will be notified of a failed delivery in the following cases: 

• Invalid recipient address
• Multiple recipient addresses: The "To" field contains more than one address. (Recipients can be included in the CC field, but delivery or error confirmations will not be sent to those addresses.)
• Automatic signature images: The email includes an image file in the signature, such as a company logo in .bmp or a similar format (these do not meet the .pdf or .tif requirements).

• Incorrect file format
• File size is too large
• Attachment is password-protected
• Attachment is corrupted (the file cannot be opened)

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. Note that these interpreted fields apply when the receiver company is from Finland.

The following titles are interpreted as invoices during scanning:

• Invoice

• Payment term invoice

• Customs period breakdown

• Vehicle tax slip

• Payment form

• Bank transfer 

• Summary invoice

• Receivable to intermediary account

• Payment plan

• Expense receipt

• Consumption invoice

• Funeral assistance

• Payment breakdown

• Expense invoice

• Payment installment invoice

• Payment

• Payments

• Infrastructure fee

• Congestion tax

• Proforma invoice

• Invoice

• Commercial Invoice

• Arve

• Rechnung

• Räkning

• Faktura

• Debit memo

• TAX Invoice

• Proforma Invoice

• Travel Expense

• Expense

Note that these title fields apply when the receiver company is from Finland.

The following titles are recognized as credit invoices:

• Credit note

• Warranty credit note

• Credit memo

• Credit note

• Credit memo

• Kreditnota

• Kredit note

• Kredit nota

• Gutschrift

• Kreeditaviis

Note that these title 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

Charges are according to the pricing.

 

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. 

What is AutoScan

AutoScan turns PDF invoices received by email into electronic invoices in a matter of seconds. Your supplier sends the invoice to your company's own AutoScan address, and Maventa extracts the invoice data using machine learning.

• Fast: results are ready in seconds rather than hours or days.
• Verified: the automated VERIFIED check cross-validates key fields, such as amounts and VAT, with no manual steps.
• Widely available: AutoScan is available in all markets Maventa supports, including Finland.

AutoScan suits companies that still receive some of their invoices as PDFs by email and want them in the same electronic invoice flow as the rest.

Direct customer pricing for AutoScan is accessible here upon selecting your required country.

Getting started with AutoScan

Open AutoScan in the Maventa user interface and set a return email address at the same time. The return email address is required.

1. Log in to Maventa and open the AutoScan service via: Settings > Invoice settings > Receiving invoices > AutoScan
2. Enter a return email address. Maventa forwards any material that is not recognised as an invoice to this address.
3. Save, after which your company will receive its own AutoScan address.

For integrations, open the service with the API method PUT /v1/services/autoscan (required field return_email_address) and close it with DELETE /v1/services/autoscan. You can also close the service in the user interface in the same place AutoScan is activated. 

Sending invoices to AutoScan

Your company's AutoScan address is made up of a country code and your business ID: countrycode-businessID@autoscan.maventa.com. For example, a Finnish company's address is FI-987654321@autoscan.maventa.com.

Ask your suppliers to send their PDF invoices directly to this address. You can also forward PDF invoices you receive yourself.

With Maventa's supplier letter, you can send an email announcement to your suppliers regarding your company's invoicing addresses.

Email and attachment requirements 

An invoice is processed successfully when all of the following are true:

• The email contains only one PDF attachment.
• The PDF is a recognisable invoice or credit note.
• The PDF file is no larger than 5 MB.
• The recipient's AutoScan address is active.

More information about the fields recognized by the AutoScan service is available in our documentation. If you are interested in the implementation of line-level scanning, please contact our support. 

Frequently asked questions

Can I send several invoices in one email? No. Send each invoice as a separate email with one PDF attachment.

Where do emails that are not invoices go? Maventa forwards them to your company's return email address. Each forwarded email is billed at the same rate as a scanned invoice.

Why did my supplier receive an error email? The invoice could not be processed. Check that the email has only one PDF attachment and that the file is no larger than 5 MB.

How do I get line-item scanning? Line-item scanning is in pilot. Contact Maventa customer support.

How do I close the service? Close AutoScan in the Maventa user interface or with the API method DELETE /v1/services/autoscan.