Scanning

When e-invoicing isn’t an option, scanning solutions can help automate invoice delivery and processing.

With Maventa’s scanning solutions, you can easily receive all invoices through a single pipeline. Additionally, you can enable extra features such as Detect, fraud checks, and reports identifying suppliers who could send e-invoices.

For data interpretation, Maventa works with several third-party service providers. Currently, we offer the following solutions:

• Scan Network

  The default scanning service for processing invoices. This service combines Optical Character Recognition (OCR) technology with manual validation to ensure accuracy and reliability in handling scanned invoices. Note: For the Netherlands and Belgium, manual verification is conducted in the Philippines.

• AutoScan

  A fully automated solution that leverages advanced machine learning technology to interpret invoice data with speed and efficiency. AutoScan is ideal for customers who need fast data processing and are willing to prioritize delivery speed over extensive validation.

• Visma Scanner & DocScan

  • Visma Scanner (Mobile App): A simple and user-friendly smartphone app to scan and forward invoices efficiently.

    Note: Visma Scanner will be deprecated by the end of 2026.

  • DocScan (Web Application): Designed for scanning and forwarding invoices via an integrated web interface (Visma Home).

  Both tools use machine learning-based technology (SmartScan) to interpret invoice data. These solutions are perfect for users seeking easy-to-use, low-cost alternatives for forwarding invoices and vouchers to their accounting systems.

Available solutions may vary depending on your company’s country. Note: Regardless of the solution used, it is essential that the recipient always verifies the accuracy of scanned invoices.

Process flow of scan network and AutoScan

1. The recipient company enables invoice receiving.
2. The recipient company activates the desired scanning service.
3. Once the service is activated, the recipient company will be provided with a dedicated scan
   email address. A scan postal address will only be provided for the Scan Network and in certain countries.
4. The supplier sends invoices to the scanning service either via e-mail or post.
5. The scan service receives the invoices, processes them, and then delivers the interpreted invoice file along with the original or flattened PDF to Maventa.
6. Maventa delivers the file to the recipient’s Maventa account.

Expected fields in scan network and Autoscan processed invoices

How scan network works

The scan network receives invoices either as PDF (by email) or as paper invoices, which are scanned into PDF. An Optical Character Recognition (OCR) system is used to interpret keywords from the invoices.

After the OCR interpretation and validation, all invoices are checked in an extra quality control. If the program finds any deviation, the invoices will be manually checked one more time.

The interpreted invoice file, along with the original or flattened PDF invoice, is delivered to recipient’s Maventa account, from where the recipient’s ERP can fetch them.

It is important that the recipient always checks the accuracy of scanned invoices.

Opening the scan network

The scan account can be opened over the API or through the UI invoice receiving page.

SOAP API: scan_account_order

REST API: POST/v1/services/scan

Before opening the scan account for a company, make sure company has the receiving setting turned on. Company must complete the customer authentication process to enable the receiving of invoices. Scanned invoices from the scanning service are delivered to the Maventa customer like any other incoming e-invoice and for this reason the invoice receiving must be on to enable scanning.

When opening the scanning service, the customer needs to provide a return e-mail address where all other material than invoices are delivered by the scanning service. The return email address is available in Finland, Sweden, Norway and Denmark, but not in the Netherlands or Belgium.

Updating the scan network

The scan account can be updated over the API or through the UI invoice receiving page.

SOAP API: scan_account_order

REST API: PUT/v1/services/scan

How suppliers can send invoices to scan service

Company informs their suppliers about their scan address they have received when service is activated. Scan address contains the company’s scan ID number that is used to identify the recipient.

There are two ways suppliers can send invoices to the scanning service to be scanned; by e-mail or by post.

By E-mail

Finland, Sweden, Norway, Denmark, Netherlands and Belgium

Requirements for sending

• Only one invoice per PDF file
• There can be many PDF files per e-mail but only when the recipient is same in all of them
• There does not need to be Scan ID number in the invoice image itself, e-mail address that contains scan ID is enough to identify the recipient
• After e-mail is sent, sender will receive notification e-mail of sent e-mail (notification is automatic reply from the e-mail service)
• If e-mail cannot be handled, address is not found or there are no PDF attachments in the e-mail, sender will receive an additional error notification after the first notification

By Post

Finland

Scan service identifies the recipient using following information found from the invoice image if invoice is sent by post:

• Organisation number
• Company name
• Company OVT code

Sweden

Scan service identifies the recipient using the FeAddress (Postal scan address) and company name on the envelope

Scan ID and Scan addresses

Delivery of materials

Scan service delivers only invoices and credit notes electronically. When a customer opens the scan service they need to specify a scan return address that is used to deliver none invoice materials. Marketing materials are not delivered.

Delivered as e-invoices:

• Invoices
• Credit notes

Delivered via e-mail:

• Reminders
• Agreements
• Invoices and credit notes that are missing mandatory information

Delivered via post:

• Materials that don’t fit to the scanner

Thrown away:

• Marketing materials such as ads, catalogues brochures

See your used price list for the relevant delivery prices.

Error handling

End users can report interpretation errors by email to support@maventa.com. Support contacts the validation teams at scan service provider to use auto learning process, where interpretation is manually changed so that invoices are correctly interpreted the next time.

If there are problems on the invoice, users can also request rescanning.

Closing the scan network

The service can be closed (disabling the scanning service) either by calling the API or through the invoice receiving page in the UI.

SOAP API: scan_account_disable

REST API: DELETE/v1/services/scan

For customers in FI, NO, SE, and DK, when a scan account is disabled, it enters a 60-day grace period. During this time:

• PDF invoices will be forwarded to the customer’s return email address.
• Paper invoices will be scanned and then sent to the return email address.

After the 60-day grace period:

• The scan email address will stop working.
• PDF invoices sent to the scan email address will bounce.
• Paper mail will be ignored without notifying the sender.

It is the company’s responsibility to inform their suppliers about alternative methods for sending invoices moving forward when closing their scan account.

For customers in NL and BE, there is no grace period or return email functionality.

AutoScan

AutoScan is a fully automated solution for receiving PDF invoices. Powered by machine learning technology, it interprets invoice data without manual verification or quality control. Compare to our scan networks, AutoScan is ideal for customers who prioritize quick delivery, place less emphasis on data verification and completeness, and are looking for a cost-effective scan solution.

AutoScan is currently available in our main market countries including Norway, Sweden, Demmark and the Netherlands. However, it is not yet available in Finland at the momemnt. Finnish companies interested in this feature can contact Maventa support for further information.

Opening AutoScan

AutosSan can be opened via REST api method: PUT /v1/services/autoscan or the user interface.

Request Example:

{}

Response Example:

{
  "status": "active",
  "scan_email_address": "NO-987654321@autoscan.maventa.com",
  "features": {}
}

Once AutoScan is successfully opened, the customer will be provided with an AutoScan email address.

Format: countrycode-bid@autoscan.maventa.com Example: NO-987654321@autoscan.maventa.com

Updating AutoScan

You can update an existing AutoScan account using the same REST API method: PUT /v1/services/autoscan or via the user interface.

Closing the AutoScan

To disable AutoScan, use the following API method: DELETE /v1/services/autoscan or via the user interface.

To ensure successful delivery, supplier should make sure:

• The email contains only one PDF attachment.
• The attached PDF must be a recognizable invoice or credit note.
• The PDF file size does not exceed 5 MB.
• The recipient’s email address is active.

If processing fails, an error email is sent to the email sender. Non-PDF emails and emails containing viruses are automatically discarded.

AutoScan Invoice line scaning

AutoScan also provides a feature to interprete the invoice line level data such as: Item number, Product code, Unit, Unit price, VAT etc. This feature is currently in pilot mode. Integrators interested in enabling invoice line scanning can reach out to Maventa Support for more details.

Visma Scanner and DocScan

Maventa has integration to Visma Scanner and DocScan scan applications. Visma Scanner is a mobile application for scanning and DocScan is a web application (Visma Home). Both applications can be used to forward invoices and vouchers and to get data interpreted from them into an accounting system.

Scanning is based on machines only, which means both products use machine learning based technology (SmartScan) for interpreting the data. Benefits of using Visma Scanner and DocScan are easy and quick usage combined with lower cost.

Visma Scanner and DocScan can be integrated directly to ERPs or accounting systems or the integration can work through Maventa.

What is needed for enabling Visma Scanner or DocScan integration

Receiver company needs to have Maventa account and receiving activated. Sender needs to have Visma Scanner mobile app or use DocScan web app (from Visma Home).