Introduction
Each administration in Zenvoices has a @to-zenvoices.com email address to which you can send documents. The email address of an administration can be found under Manage / Environment / Administrations.
Changing the administration email address
Via ‘Properties’, it is possible to (partially) change the email address of the administration.
Processing emails
For each attachment of a received email message, a document is created in Zenvoices. ZIP files are automatically extracted. The content of email messages is also stored in Zenvoices and can be viewed under ‘Upload & process’.
Spam filter
The Zenvoices spam filter is enabled by default. Under the ‘Preferences’ tab, email addresses or domains can be added to the list ‘Excluded senders for the spam filter’ that should never be considered spam. Use the wildcard "*" to exclude all email addresses from the spam filter. Read here for more information about the email delivery settings.
Please note: using the wildcard may also allow unwanted emails to be received.
Automatically assigning a journal
If you use multiple journals, you can automatically assign documents to the correct journal. Read here for more information on how to set this up.
Using a unique email address per journal
You can use a unique email address per journal. For this, you need to know the journal code, which can be found under Manage / Environment / Administrations and then clicking ‘Edit’. Under the ‘Journals’ tab, you will see the code per journal.
Example: you want to create a new email address for sales invoices.
Your delivery email address is: company.7@to-zenvoices.com and the sales journal code is: 70. The delivery email address for sales invoices will then be: company.70.7@to-zenvoices.com
Documents sent to this email address are automatically assigned to journal 70.
Using a unique email address per document management category
Example: you can use a unique email address per document management category/subcategory.
Your delivery email address is: company.7@to-zenvoices.com and you have created document management categories and subcategories as follows:
The delivery email address will then be company.letters.7@to-zenvoices.com (for category ‘Letters’) or company.letters/taxauthority/2023.7@to-zenvoices.com (for subcategory 2023 under ‘Letters/Tax authority’).
Read here for more information on how to set this up.
Destination determination prioritization
The following order and prioritization for determining the destination is applied, provided no destination assignment rule is active:
Journal assignment via journal code in the email subject.
Journal assignment via unique email address per journal.
Category assignment via mention in the subject (e.g. adding [Letters/Tax authority/2023] to the email subject). This assignment is not space-sensitive between slashes and not case-sensitive.
Category assignment via unique email address per category. No spaces may be added to email addresses.
The only journal if there is just one journal.
Default journal/category set in the administration settings.
UBL invoices
For UBL invoices, both an .xml file and a .pdf file are often supplied. When these are emailed to Zenvoices as attachments in one email, Zenvoices automatically recognizes the related files and treats them as one document.
If a PDF document is embedded in a UBL document and no separate PDF document is present, it will be added as an attachment to the booking when the UBL document is processed.
Adding comments and tagging users via email
Read here how comments can be added under Upload & process and how users can be tagged via a marking in the email.
Maximum message size
Read here which delivery limits apply.
Connecting your own email account
It is also possible to connect your own email account to Zenvoices. You can configure this via Management / Administration / Channels. Then click ‘New channel’, choose ‘Email’ under ‘Connection’, and enter your email account details under the ‘Settings’ tab. POP3 and IMAP email accounts are supported.
Note: as of 01-01-2023, POP3/IMAP is no longer supported by Microsoft. Read this article for more information.
Keywords: merge, ubl, xml, delivery, emailing, order