Receiving invoices by email

Do you want to receive invoices by email through Apix? Here you can find a list of what the invoice sender needs to consider when sending invoices by email.

When sending invoices using email the following things should be observed:

  • The recipient (“To:”) address must not contain any other address. The use of “CC:” and “BCC:” addresses is allowed.
  • The “Subject:” should contain the word “Invoice” and the invoice number. This is not mandatory, but recommended.
  • The actual invoice must be in the email as an attachment and it must be a PDF file. The email body text is not processed.
  • The email must contain only one PDF file, which has only one invoice. Other types of attachments are included to the invoice as attachments.
  • Password protected or otherwise restricted files are not supported.
  • The maximum size of a PDF file is 2 Mb. One email can be a maximum of 7 Mb. If the size exceeds this limit, the invoice will not be processed and the sender will receive an error message by email.
  • The smallest allowed page size for the PDF invoice is 38 x 51 mm and the largest allowed size is A3 (29.7 x 42 cm).
  • Email attachment page amount is limited to 600 pages.
  • If the PDF file has multiple invoices, only the first invoice will be scanned.
  • Scanning service recommends to use 300dpi quality when scanning documents.
  • If receiving attachments is activated:
    • If the attachment file is a PDF, filename has to include the word “attachment” (or “liite”)
    • Invoice filename has to include the word “invoice” (or “lasku”)
  • The sending email address must be able also to receive emails. After the sending the service will produce an automated reply email within 15 minutes.
  • If the invoice was accepted and processed with problems the subject of the email is:
    • “TOIMITETTU/DELIVERED:” and after that the original email subject.
  • If the invoice was NOT accepted the subject of the email is:
    • “EI TOIMITETTU/NOT DELIVERED:” and after that the original email subject
    • The invoice should be sent in corrected form again.
  • If you don’t receive the reply email within 15 minutes please contact the Apix Messaging Oy’s customer service.