Activation and delivery methods
To modify a company's email invoice settings, log in to the service and navigate to the Email section under settings. The company account admin user can review or edit email invoicing settings, as well as activate or deactivate this delivery channel.
Detailed instructions for updating email settings and further information on delivery methods can be found here: Invoice settings - Email.
Email invoice routing
An invoice can be sent via email route either through automatic routing or by "forcing" it to a specific address. Further information on email routing can be found in the Maventa documentation here: Email invoicing.
Forcing an invoice to the recipient's email
To ensure an invoice is sent specifically via email, use the keyword EMAIL instead of a e-invoice address.
Via the API, an invoice can be sent by email using the POST /v1/invoices method. When other delivery methods are disabled in the metadata, the email route is activated automatically. An email address provided in the metadata will override any address found in the XML data.
Further information on forced email routing can be found in the Maventa documentation here: Forced email route.
Sender email address and reply-to address
All invoice emails are sent from noreply@mail.maventa.com. This address is fixed and cannot be customised. The reply-to address is determined in the following order:
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The contact email address, if defined in Invoice settings - Email - Additional information to show in the email content
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The API user’s email address
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The company email address, defined in Company settings - Company details
Appearance of invoices sent via email
An email invoice is a message delivered via email that contains either a PDF attachment or a link through which the recipient can view the invoice, depending on the settings defined for the company's Maventa account. Detailed information on email settings and delivery methods can be found here: Invoice settings - Email.
The language of the email is determined by the language setting specified in the invoice xml. Currently, Maventa supports the following languages: FI, SE, EN, NO, DK, and NL. Further information on the defined email language and technical descriptions for invoice xml's can be found in the Maventa documentation here: Language of the email.
The received invoice can be identified by the sender information and the structure of the message. Messages are delivered from the address noreply@mail.maventa.com, and the email subject always includes the invoice number and the name of the invoicing company.
The message content summarizes the primary identifying details of the invoice, such as the invoice number, sender, recipient, and due date. Additionally, contact details for the person named by the sender are included for any necessary inquiries. Please see an example of the email below:
Viewing and downloading invoices in Maventa’s display service
The recipient of an email invoice can view the invoice either directly as a PDF attachment or via a separate display service. This depends on the selected email delivery method.
If the message contains a download link, viewing the invoice details or downloading the PDF file requires authentication. After clicking the link, a separate password provided in the email must be entered into the view that opens. Following this security measure, the invoice can be viewed in Maventa’s display service, and the recipient can download the invoice to their device as a PDF file.
📌 Please note: The link to the display service remains active for 90 days from the invoice due date. Once this period has expired, the recipient must contact the sender directly to obtain a new copy.
If a supplier using Maventa has selected the delivery method Send with a link to accept or decline the invoice, the process for the recipient is as follows:
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Preview: The recipient initially sees only the essential invoice details to verify the information
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Approval: Once the invoice is approved, the recipient gains access to payment details and can download the invoice as a PDF
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Rejection: If there is an error in the invoice, the recipient can decline it and send a message to the sender with a correction request
ℹ️ If an invoice is unfounded, the recipient can report it directly through the service via the "Report" option