Upload by email
Written By Tess Hoogeboom
Last updated 21 days ago
Both purchase and sales invoices can be delivered via e-mail. Send these documents to the unique email address of the relevant administration. This email address can be found in TriFact365 via Settings (cogwheel) > Administrations in the column Mailbox.
Note
The e-mail address of the administration is automatically generated by the system and cannot be changed.
Accepted file formats
.bmp, .doc, .docx, .gif, .jpg, .jpeg, .pdf, .png, .tif, .tiff, .xls, .xlsx, .xml
Important notes
The maximum allowed size of an email with attachment(s) is 10MB. The limitation for a single document is set by your accounting software. The maximum allowed size of individual Microsoft Office documents (.doc, .docx, .xls, .xlsx) is 4MB.
An XML file can be submitted with or without a PDF file. If an XML and PDF file are submitted together, they must have the same filename. If no PDF file is submitted, TriFact365 will generate a document to display based on the data in the XML file.
Images attached to an email are imported and processed in TriFact365. Images embedded within the email itself (HTML) are not imported. This is to prevent the upload of images in the email signature (logos, social media icons, etc.).
E-mails regarding purchase invoices can be forwarded as they are being received. For sales invoices or a file with more than one invoice, a change at the beginning of the Subject field of the e-mail is required:
‘Inkoop‘ or any other random subject: PDF-file is processed as a single purchase invoice.
‘Verkoop‘: PDF-file is processed as a single sales invoice.
‘Bulkinkoop‘: PDF-file is processed as multiple purchase invoices and will be put on the ‘Split’ status.
‘Bulkverkoop‘: PDF-file is processed as multiple sales invoices and will be put on the ‘Split’ status.
Do you want to send an email to two administrations? For example, an invoice needs to be posted as a purchase invoice in one administration and as a sales invoice in the other? In that case, send two separate emails instead of one email to two addresses. If you do send one email to two addresses, it will only arrive in one of the two accounting systems.
If an email attachment contains images of a signature, those images will not be processed if they are smaller than 200 pixels. If those images are larger, they will be processed in TriFact365.
Automatically forward emails to TriFact365
Do you want to have invoices automatically forwarded from your own mailbox? Check out the following support page for more information: