Email invoices

Requirements for attachments

• Vendor bills must be sent as file attachments – either individually attached or within a zip file.

  • Only the attachment shall be processed as a document (not the body of the email).

• Each attachment must contain only one vendor bill, unless attachment is a ZIP file

• No more than 10 attachments are permitted per email including inside a ZIP files.

• Total size of the attached files should not exceed twenty megabytes (20 MB) per email.

• Files must not be encrypted or password protected.

If an email does not meet the rules for submission, a standard response email will be returned to the sending email address to inform the sender, that the email has been rejected stating the reason for the failure.

If even one email attachment is not valid, the whole email is left unhandled.

If the attachments sent to Staria Capture are scanned from paper, the following requirements have to be met: 

• Print quality 600 dpi minimum 

• Color: black & white 

• Used font is easy to read

• Scanner setting 600 dpi minimum

Validation

Staria Capture receives the emails and checks metadata (subject field, etc.) and attachments. The format of the attachments are checked before the files are sent for further processing. If the email or attachments do not meet the requirements mentioned above or the attachment is missing, a notification will be sent to the sender. 

The notification will be sent to the address from which the email was sent. If the email address is not valid (invoices have been sent directly from the scanner, for example) and you cannot receive notifications, the sender should specify a reply-to address for emails sent to the service. If the sender does not receive the notification because the email address has not been valid, incorrect invoices cannot be processed.

The service uses error codes and a unique email identifier. An error code and email identifier should be used if the sender is in contact with support.