Email invoicing

Email is the primary fallback delivery method when an invoice cannot be sent as an e-invoice. Maventa evaluates delivery options in the following order:

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

To force email delivery, disable 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 send an invoice by email, include the recipient’s email address either in the XML or as metadata in the invoice sending API.

Sending an invoice via email

To send an invoice via email, use the POST /v1/invoices method and include the recipient’s email address. To force email delivery, disable the other delivery routes using the disabled_routes parameter.

{
  "format": "PEPPOLBIS3",
  "recipient_email": "recipient@example.com",
  "disabled_routes": ["einvoice", "print"],
  "file": "<base64-encoded invoice XML>"
}

{
  "id": "a1b2c3d4-5678-90ab-cdef-1234567890ab",
  "status": "PROCESSING",
  "number": "INV-2026-001",
  "recipient": {
    "name": "Example Company",
    "bid": "1234567-8",
    "email": "recipient@example.com"
  },
  "destination": "EMAIL"
}

The file parameter contains the base64-encoded invoice XML. If a recipient_email is provided in the metadata, it overrides any email address specified in the XML. Store the returned id to track delivery status.

Forced email route

You can also force email delivery without explicitly disabling routes. The following XML formats support this natively:

• S-EDI: Set OutputMedia to “PDF” to enable only the email route.
• Finvoice: In the SOAP header, use the following:

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

If a SOAP header is not an option, use this instead:

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

• TEAPPS:

<NET_SERVICE_ID>EMAIL</NET_SERVICE_ID>

Email sending settings

Senders can choose from four options for how invoice emails are delivered. These settings can be modified through the UI or using PATCH /v1/company/settings.

Send all invoice emails with a download link

The invoice email includes a link to download the invoice from Maventa. 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 (if notifications are enabled).

Send all invoice emails with attachments

Invoice emails include the PDF image and other files as attachments. If the total size exceeds 5 MB, a download link is included instead. In Finland, a virtual barcode is included in the email body.

Send all invoice emails with merged PDF attachments

All PDF attachments and the PDF image are combined into a single PDF file. If the total size exceeds 5 MB, the email includes a download link instead. In Finland, a virtual barcode is added to the email body.

Send all invoice emails with invoice objections

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.

Invoice XML as email attachment

You can attach an invoice XML file to email invoices. This allows the recipient to receive structured XML data instead of a PDF, making it easier to import the invoice directly into their invoicing system.

This feature was originally developed for 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 import it manually. The functionality is available for all countries.

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

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

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

Header image

You can customise the invoice email by adding a header image that appears at the top of the email body. A header image helps recipients identify the sender at a glance.

Add a header image through the API using PATCH /v1/company/settings, or through the UI from invoice settings.

Header image requirements

• Only PNG format is allowed
• Maventa recommends a width of 650–700 pixels and a height of 90–200 pixels

Once added, the header image appears in the next invoice sent via email. The header image only affects invoice emails — other email types, such as notifications, are not affected.

Payment links

You can add a payment link to the email invoice display page, allowing recipients to access a payment service directly. Maventa requires prior approval of the link’s domain and validates the link before displaying it.

Provide the link in an AdditionalDocumentReference element in UBL-based formats (Peppol BIS 3.0, SiUBL 2.0) by setting the ID to “68” and DocumentDescription to “Payment link”. The link itself goes 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 recipient

You can define a message and contact details that appear in the email body. Add these through the UI or using PATCH /v1/company/settings.

Language of the email

The email language is determined by the input XML format and the language setting within it. Supported languages: FI, EN, SE, NO, DK, NL.

Email reminders

You 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 reminders through the UI or using PATCH /v1/company/settings with the reminder_frequency parameter.

Sender email address and reply-to address

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

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

Tracking email delivery

Email invoices use the same webhook events and polling methods as all other delivery routes. There are no email-specific events — Maventa treats email as one of the possible destinations and reports status through the standard invoice events.

Register for the DOCUMENTS.INVOICE.DELIVERED, DOCUMENTS.INVOICE.DELIVERY_CONFIRMED, and DOCUMENTS.INVOICE.FAILED events to track delivery. When an invoice is delivered via email, the webhook payload includes "destination": "EMAIL" in the event data, so you can identify the delivery channel.

For invoices sent with the download link or invoice objections setting, a DELIVERY_CONFIRMED event is triggered when the recipient opens the invoice via the link. For invoices sent as attachments, only DELIVERED is triggered — there is no way to confirm the recipient actually opened the email.

If an email bounces, a FAILED event is triggered with an error message describing the reason.

For more details on webhook registration and payload structure, see the webhooks documentation. For polling as a backup, see the status tracking section on the invoice sending page.

Error handling

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