What is Invoice Drop?
Ibistic Invoice Drop is a service run by Ibistic Technologies. You are able to receive invoices, credit notes, and payment reminders (together with any potential appendices to these) at an e-mail address. Documents will be interpreted by our scanning partner, and all interpreted values are presented digitally in Ibistic, so that the accounting ofﬁcer does not have to enter all the values manually for each invoice. Invoices will also arrive faster than by using conventional mail.
How to send invoices
The e-mail needs to conform to the following speciﬁcations:
- All documents need to be in a standing A4-format.
- All documents need to be scanned as an image, saved in .tiff or .pdf-format.
- Every invoice with attachments must to be sent as one ﬁle in the e-mail (unless you are using the cover sheets as described later in "Multiple vouchers in one file").
Multiple invoices (ﬁles) can be sent in the same e-mail.
The invoice details will be read electronically. Invoices must therefore be printed mechanically and be clearly readable. The following data must appear on invoices:
- The invoice issuer’s organization number
- The invoice issuer’s IBAN or bank account number
- The invoice number
- Invoice date
- Due date
- Net amount
- Gross amount (invoice total)
- VAT amount
- Currency speciﬁcation as per ISO 421
When you have sent the invoice, you will receive a conﬁrmation from Invoice Drop, conﬁrming that the invoice has been received. The message will look something like this:
For all e-mail you send to Invoice Drop, you will always receive a message. It can be a conﬁrmation that the invoice was received (like this one), or an error message. You will usually receive this message after a short time, but it can vary depending on network trafﬁc.
How do you get the optimal interpretation on the ﬁles?
You will get the best results by sending the invoice directly from your accounting system. If this is not possible for you, you can scan the invoices as a picture, and send it directly from your scanner.
When scanning, the following set up provides the best result for the computerized interpretation of your invoice:
If you are sending the documents directly from your scanner, you must set up your scanner with a valid e-mail as a return address, so that you are able to receive conﬁrmation/error messages at that address.
Error messages from Invoice Drop
You will receive this message if you have forgotten to attach ﬁles to your e-mail, or if you sent to an e-mail address that is not registered at Invoice Drop.
Multiple recipients (the mail is sent to more than one address)
You will receive this message if you included more than one recipient in the To: ﬁeld on the e-mail. In this ﬁeld, there should only be the Invoice Drop address. Note that if you want to send a copy of the mails they send to someone, you may freely use the CC ﬁeld for this.
Not a valid PDF
This message means that the document is not a valid .pdf-document.
Not a valid TIFF
If you have any questions please don't hesitate to contact Support at firstname.lastname@example.org