In our scanning service and the Purchase Invoices interpretation and accounting solution, purchase invoices received via email must be sent as a PDF or image file attachment to the recipient-specific email address.
If the invoice sent by email does not arrive at the service/solution, the most common reasons are as follows:
The invoice has been sent to an incorrectly written email address
The purchase invoice has not been sent as a PDF attachment in the email
The invoice has been sent to an incorrectly written email address
Email transmissions are only successful to the established recipient-specific email address. If we receive a transmission to an email address ending in @heeros-invoices-fi.com that does not match any established email address in terms of spelling, an automatic response will be sent to the email sender. The automatic response informs that the email format used is not valid and asks the sender to check the address and make a corrective transmission for the invoice.
Examples of incorrect emails include clear spelling mistakes compared to the established email address, rarer differences in punctuation, or a missing or extra business ID.
The recipient-specific email address can be verified by our customers using the Interpretation and accounting solution from the Purchase Invoices view if checking the correct format of the email address is necessary. If there are questions regarding the format of the established recipient-specific email address in problematic cases even after the solution has been implemented, please contact our support.
Transmissions to email addresses other than @heeros-invoices-fi.com will not reach Heeros.
The purchase invoice has not been sent as a PDF attachment in the email
In addition to the PDF attachment, the purchase invoice attachment can also be provided to the service/solution as an image file (.jpeg, .jpg, .png file formats). If the email sent to the recipient-specific email address does not contain the required attachment, the incoming email will not be processed, and starting from June 22, 2022, an automatic response will be sent to the sender via email, informing the sender that the required invoice attachment is missing and requesting the invoice to be sent again.
Due to the missing attachment, our solution does not support invoices from the invoicing party that contain a link to a separately downloadable invoice, or where the invoice details are included only in the content of the email. The customer must ensure that the invoicing information of such suppliers does not directly instruct to use Heeros' recipient-specific email address, as these transmissions will not reach the service/solution.
Exceptions
Heeros is not responsible for the incorrect email transmissions described above. Other technical exceptions in the transmission of the received invoice, when the recipient-specific email address is correctly formatted, and when the invoice is attached in a supported format, are, however, possible. When the above points regarding the invoice transmission have been confirmed and no reason for the failed invoice transmission can be found, you can request a more detailed investigation of the transmission from us via a support request. Please specify the email sender and the most accurate transmission time.