There are several different ways to manually import supplier invoices into the solution (refer to this help sheet).
For quicker and simpler collection and import processes, you can use a dedicated email address to automatically import your invoices into the tool. By using this address, you'll save time by automatically processing the inflow of invoices.
Activating the import email address
Using an account with administrator permissions in Lucca Invoices, go to the Settings > Email integration module, then click on the button to generate an email address. A secure email address is then generated; you can copy it for easy reuse.
Using the integrated email address
There are several different ways to use this email address:
- Forward emails containing invoices to this address, or set up automatic forwarding in your email inbox.
- Share this email address with your suppliers so that they can use it for sending their invoices.
In both of these cases, any invoices attached will be automatically imported into the inbox, and their data will be read to facilitate the checks carried out by the accounting department.
FAQs
How often are imports performed?
Imports are carried out continuously and each time an invoice is received. Please be prepared to wait a few minutes for the email to appear in the Lucca Invoices inbox once it has been forwarded or sent.
What file types can be imported via the email address?
The same types of files that you can import manually can be forwarded to the inbox: files in .pdf format, Microsoft Office or LibreOffice file formats, and compressed or uncompressed image formats, except for very specific formats, such as .jpg2000.
Will I be notified if a file imported via the integrated email address has already been imported manually?
Lucca Invoices is equipped with a duplicate detection system. A warning message appears in the inbox when an invoice or credit note to be checked is a duplicate of another document to be checked, or of an invoice/credit note that has already been checked. For more information, you can take a look at this help sheet.
Can multiple integrated email addresses be created?
This option isn't currently available, but we're looking into it as a potential way to manage separate imports for different legal units, for example.