Skip to main content

Invoice Addresses & Ingestion

Winvoice is designed for fully automated invoice capture through two primary digital channels: E-Invoicing via Peppol and Email (PDF/TIFF) with automated data extraction.

This guide explains how each ingestion channel works and how to set up your organization's invoice addresses.

Invoice Flow in WinvoiceFully automated flow from receipt to ERP posting
Step 1

Receipt

  • E-invoice via Peppol / AutoInvoice
  • Email invoice (PDF / TIFF) via AutoScan
Step 2

Interpretation & Control

  • Automated OCR data extraction
  • Supplier matching & duplicate checks
Step 3

Approval & Booking

  • Rule-based approval workflow & review
  • Automatic export to your ERP system

1. Email Invoices (PDF / TIFF)​

Each organization in Winvoice is assigned a unique email address where your suppliers can send their PDF invoices.

Find Your Organization's Invoice Address:​

  1. Navigate to Settings → AutoInvoice.
  2. Under the AutoScan section, locate the AutoScan Email field (equipped with a convenient copy button). This is the address where PDF invoices are sent for automatic OCR scanning and data extraction.
  3. You can provide this address directly to your suppliers, or configure an automatic forwarding rule from your corporate accounts payable inbox (e.g. forwarding invoices@yourcompany.com to your AutoScan address).

Email Ingestion Rules:​

  • File Formats: Supported formats are PDF and TIFF.
  • One Invoice Per File: Each attached file is treated as a separate invoice. If an email contains two separate PDF files, two distinct invoices will be created in Winvoice.
  • Attachments and Specifications: If an invoice has supporting documents or specifications, it is recommended to merge them into the same PDF file as the invoice, or upload them manually as supplementary attachments later.
  • Email Body Content: Text in the email body itself is not parsed as invoice data. All invoice data must be contained within the attached PDF file.

2. E-Invoicing via Peppol & AutoInvoice​

E-invoicing is the fastest and most secure ingestion method. The invoice content is transmitted as structured data (XML), meaning amounts, OCR/payment references, due dates, and line items are ingested with 100% accuracy without any risk of OCR interpretation errors.

Activate Peppol Ingestion:​

  1. Navigate to Settings → AutoInvoice & Peppol.
  2. Verify that your organization's registration number and VAT number are entered correctly.
  3. Click Activate Peppol Ingestion.
  4. Once registration is complete, your company is enrolled in the European Peppol directory (ELMA). Your suppliers can now automatically discover your endpoint and send electronic invoices directly from their ERP systems.

Summary: Ingestion Best Practices​

ChannelAdvantagesBest Suited For
Peppol / E-Invoice100% accurate data, zero interpretation delay, instant line item matchingAny supplier capable of sending e-invoices
Email (PDF)Convenient for suppliers, flexible, automatic OCR data extractionSmaller suppliers and international vendors
Exceptional Cases: Manual Entry

Winvoice is built for all invoices to be ingested and parsed digitally via e-invoice or email. If you in rare edge cases receive physical paper documents or internal vouchers that cannot be submitted digitally, manual registration is available under Invoices → Create New.