This article explains best practice for sending invoices to iCompleat so that your client can receive quick and accurate invoice data into their Unprocessed tray.
Distributing their e-invoicing email address to suppliers
If your new client hasn't already given their e-invoicing email address to their suppliers, now is the time to do it. PDF invoices sent directly to your client's company by their suppliers can arrive in their Unprocessed tray almost instantly, speeding through our nifty data extraction software with the most accurate results.
However, scanned invoices sent from your client's own email address can take upwards of one working day to make their way to iCompleat. That's too long to wait for that all-important final approval.
The best way for your client to let their suppliers know about their new e-invoicing email address is using our email template for Outlook. Simply download the template using the link below, fill in the relevant details, and share it with your client so that they can forward it to the relevant suppliers.
Your client's e-invoicing email address is always displayed under the tiles on their homepage. We've put a handy button to the right of it so that they can copy it to their clipboard and give it to suppliers at a moment's notice.
Of course, if your client's suppliers are already sending invoices to an existing email address, like email@example.com, they might not want to change this. If so, they can set up a quick auto fowarding rule so that invoices are still directed to their e-invoicing email address without the need to manually forward them on, saving them time. Invoices sent to iCompleat this way can still arrive in your client's Unprocessed tray in a matter of seconds.
Use the steps in Set up email auto forwarding to iCompleat to show your client how to set this up.
What happens if a supplier sends a document that's not an invoice?
Documents like statements and quotes can't be processed through iCompleat, but that isn't a problem. If a supplier happens to send any non-invoice related documents to your client's e-invoicing email address, our data extraction software will automatically forward them to your client. They can specify where these emails are forwarded to by changing their notification e-mail address in the Manage account area of iCompleat under Billing/Contacts.
This doesn't apply to any extra documents that suppliers attach to emails containing their invoices. They'll appear with the invoice in iCompleat as supporting documents that your client can view when processing right through to approval.
How does your client know that there's an invoice on the way?
When one or more invoices are going through our data extraction software, your client will see a green banner in the invoice trays letting them know that there are transactions on their way. They can even click the banner to see an image of each of those invoices, along with the supplier name, the exact time the invoice was sent, and images of any supporting documents.
When does an invoice credit get taken from your client's balance?
Invoice credits let your client receive invoices in iCompleat. For every invoice that they receive in iCompleat, one invoice credit is deducted from their balance. An invoice credit isn't deducted until the invoice actually arrives in iCompleat, so any invoices going through our data extraction software won't affect your client's balance until they're actually in the tray. This also means that emails that don't contain invoices, and are therefore forwarded to your client by our extraction software, don't use up invoice credits.
Invoice credits won't be deducted from your client's balance for supporting documents. When an invoice arrives with three supporting documents attached to it, iCompleat only deducts one invoice credit from your client's balance.
That's your client all set up and ready to use their new system!
Now that they're up and running, you'll need to be prepared to support them as they find their feet. Here are a couple of resources that you'll find handy:
Supporting your clients - This guide contains everything you need to know about supporting your clients, including adding your contact details to the system so that you're only a phonecall or email away, to logging in as your clients, amending your permissions in their company, and troubleshooting issues.
The iCompleat Help Centre - Here, you'll find tips, tricks and how-to guides on practically every aspect of iCompleat. Arm yourself with the knowledge to help your clients!