How to use Invoice Drop (Invoicedrop.com)

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Erlend Jacobsen
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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.

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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:

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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:

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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

No attachments

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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)

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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

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This message means that the document is not a valid .pdf-document.

 

Not a valid TIFF

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Document Tracking
 
In Ibistic, there is a report showing the PDF and TIFF invoices sent to invoicedrop, with filenames, sender mail address and the time and date of when they were sent, tracking ID, and the current status of the document (awaiting OCR, received in Ibistic or rejected with an error Message). You may search on date interval, and export the report to Excel. We highly recommend you use this report in order to keep track of all invoices sent to invoicedrop. If you need further help regarding the status of invoices in this report, please provide a tracking ID for Ibistic Support.
 
You may find the report under Reporting -> Log -> Invoicedrop: received invoices
 
 
SLA - Once you receive the receipt, the file is automatically sent for OCR interpretation, and there runs a 26 hour SLA within working days. For Norwegian invoicedrop addresses, the SLA is within 14:00 the next working day. The reason it could take some time, there is a manual verification with human operators in addition to the automatic OCR capture, in order to ensure best possible quality on datacapture with minimum 99.% accuracy on field level.
 

Questions

If you have any questions please don't hesitate to contact Support at support@ibistic.com

 

 

 

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