Email Invoicing

Email is the primary fallback delivery method used whenever an invoice cannot be sent as an e-invoice. The system automatically evaluates delivery options in the following order:

1. E-invoice
2. Email
3. Print service

If email is the desired delivery method, the sender can force it by disabling all other routes in the invoice sending API. Email delivery is enabled by default for all company accounts but can be disabled in company settings or per invoice.

To successfully send an invoice by email, the recipient’s email address must be included either in the XML or provided via metadata in the invoice sending API.

Forced email route

You can force an invoice to be sent via email by using the POST /v1/invoices sending method and disabling all other delivery routes in the metadata. The recipient’s email address can also be defined in the metadata, and if provided, it will override the address specified in the XML.

Forcing email delivery is also possible with certain XML formats:

• S-EDI: If OutputMedia is set as “PDF” only e-mail route is enabled
• Finvoice: In SOAP header given as following:

<eb:To>
  <eb:PartyId>EMAIL</eb:PartyId>
  <eb:Role>Receiver</eb:Role>
</eb:To>

Or if SOAP header is not an option then as following:

<ToIdentifier SchemeID="0037">EMAIL</ToIdentifier>
<ToIntermediator>EMAIL</ToIntermediator>

• TEAPPS:

<NET_SERVICE_ID>EMAIL</NET_SERVICE_ID>

Email sending settings

There are four options available for senders to choose how their emails are delivered. These email settings can be modified via the UI or through the PATCH /v1/company/settings API method.

Send all invoice emails with a link to download the PDF

Selecting this option means the invoice email will include a link to download the invoice from the Maventa service, from a email invoice display page. A passcode is included in the email, which the recipient must enter to access the invoice. When the recipient opens the invoice via the link, the sender receives a notification email, provided notifications are enabled.

Please note: the link to the hosting service is valid for 90 days after invoice due date. After this period, the recipient will be asked to contact the sender to get the copy of the invoice.

Send all invoice emails with attachments

Seleting this option means that invoice emails will have the PDF image and other files as attachments. If the total size exceeds 5 MB, there will instead be a download link. In Finland, a virtual barcode is included in the email body when sending with this option.

Note: The sender does not receive a delivery confirmation or notification if email sending fails.

Send all invoice emails with merged PDF attachments

Selecting this option means that all PDF attachments and the PDF image are combined into a single PDF file. If the total size exceeds 5 MB, the email will include a download link instead. In Finland, a virtual barcode is added to the email body.

Important: Sending with merged PDF attachments is not compatible with digitally signed PDF invoices.

Send all invoice emails with invoice objections

With this option, recipients must accept the invoice before accessing payment information. They can also decline the invoice and optionally provide a reason. When an invoice is accepted or declined, the sender receives a notification, and the invoice status is updated in Maventa.

Please note: the link to the hosting service is valid for 90 days after invoice due date.

Invoice XML as attachment to email invoice

You can attach an invoice XML file to email invoices. This enables the receiving party to obtain structured XML data instead of a PDF, making it easier to import the invoice directly into their invoicing systems. This feature was initially requested by the Netherlands, where Peppol does not support departmental divisions due to the lack of separate Peppol IDs. By attaching the XML to the email, departments can still receive structured invoice data and manually import it into their systems. Although developed for Dutch use case, this functionality is available for all countries without any restrictions.

To enable XML attachment for email invoice, use the email_settings[xml_format] parameter in the POST /v1/invoicesrequest and specify the desired XML format (see list of available formats in the Swagger documentation).

• If an XML file is attached to the email, a separate PDF will not be attached.
• Exception: if the selected XML format supports embedding a PDF (e.g., UBL based format), the PDF image will be included inside the XML file.
• If the sender’s email sending setting allows invoice download via a link, the PDF will still be available from the link, even if it is not attached to the email.
• The maximum allowed email size is 5 MB. If the total email size exceeds this limit, the invoice sending will fail with an proper error message.

The cost of sending email with XML attachment is the same as for sending an e-invoice in the respective country.

Header image to customize email

Invoice email body can be customized by adding a header image that will be visualized on top of the email body. Adding a header image to customize the email provides a great opportunity to enhance recognition and ensure that recipients can easily identify the sender.

Header image can be added via API using the endpoint PATCH /v1/company/settings by updating the company settings with the chosen image, or via the UI from invoice settings.

Header image requirements

• Only PNG is allowed image format
• We recommend a width of around 650 pixels to 700 pixels, along with a height between 90 pixels to 200 pixels

Once the email header image is added, the next time an invoice is sent via email, the email will feature the uploaded image. It is important to note that the header image only affects the invoice email. Other types of emails, such as notifications, will not include the header image.

Payment links

There is a possibility to add customer’s own payment link to be visible on the email invoice display page. This will enable the recipient to access the payment service by simply clicking the provided payment link within the email invoice display page. To ensure security, we require prior approval of the link’s domain, and we always validate the link before displaying it.

Link can be given in an AdditionalDocumentReference element in UBL based formats (PeppolBIS 3.0, SiUBL 2.0) by defining the ID as “68” and DocumentDescription as “Payment link”. Link itself is given in the URI field.

<cac:AdditionalDocumentReference>
    <cbc:ID>68</cbc:ID>
    <cbc:DocumentDescription>Payment Link</cbc:DocumentDescription>
    <cac:Attachment>
      <cac:ExternalReference>
        <cbc:URI><http://pay.your.com/p/xxxxxxxxxxxxx></cbc:URI>
      </cac:ExternalReference>
    </cac:Attachment>
</cac:AdditionalDocumentReference>

Message to the email receiver

Sender can define a message and contact details that are shown in the email body. These details can be added either via UI or through API using PATCH /v1/company/settings method.

Language of the email

Email language is determined by the input (XML) format and the language setting within it. Supported: FI, EN, SE, NO, DK, NL.

Click the XML your product is sending from the list below to see how the language of the email invoice is defined:

Email reminders

Senders can configure reminder email frequency for invoices that have not been opened, accepted, or declined. This does not apply to invoices sent as attachments.

Configure via UI or using PATCH /v1/company/settings method and reminder_frequency.

Sender email address and reply-to address

All invoice emails are sent from: noreply@mail.maventa.com. This sender address is fixed and cannot be customized.

The reply-to address is determined in the following order:

1. The contact email address, if defined
2. The API user’s email address
3. The company email address

Error handling

If an email bounces due to a non-existent address, the invoice ends up in an error state and the sender is notified (unless notifications are disabled). The error is also returned via API.

:::note Invoices do not go to error state if the recipient’s mailbox is full or if the email goes to spam. For large attachments, it is recommended to verify that the recipient actually received the invoice. :::