Automate invoice receipts/teamwork receipts with the "Company e-mail addresses" function

What do I need the "Company e-mail addresses" for?

Scopevisio can relieve you of having to manually sort out incoming invoices in your e-mail program and assign them to the invoice receipt book. This function is optional and can be applied to individual, multiple or all contacts. We will guide you through the necessary steps below:

Settings

Start at the top right of the menu by clicking on Settings > System administration > Email administration > Manage company email addresses. The "Company email addresses" window will now open.

If you have already entered email addresses, you can view and edit them here. You can also select unwanted addresses by clicking on them and remove them from the list by clicking on the "Remove" field at the bottom. You can add new addresses by clicking on "Add" at the bottom left.

In the next step, you will now see the screen that allows you to select either a specific supplier for this new automated feature, an entire group of contacts or a collection from Teamwork.

The alias "Incoming invoice" is automatically created to uniquely name the email address to which the supplier should send their incoming invoice in future.
Scopevisio automatically generates a new Mailbot email address each time you choose this option. This is individual and unique in terms of assignment. To make this very long and cryptic address more manageable, the system assigns an alias name (1), such as "Incoming invoice" here. This also makes it easier for your supplier to distinguish this email address from any other email contacts when sending invoices to your company.
Clicking on the link immediately opens a new email addressed to this alias.
Click on the small icon to copy the automatically generated e-mail address visible above to the clipboard. This is useful if you want to tell your supplier that they should use the corresponding e-mail address from now on. To be able to use the automatic assignment to the invoice book function, the supplier must also be informed and use the new email address generated for them. Click here for our expert tip on how best to implement this.

Our tip: Copy this email address into your email program so that you can use rules to redirect other incoming invoices directly to the invoice receipt book.

Under "Internal name", you can assign another name independently of the alias name, which will be displayed in the list of the company's email addresses and can be used to differentiate between the various incoming invoices. The system automatically assigns the name "Incoming invoice".
By default, "Active" is selected here, but you can also decide to temporarily switch this e-mail address to inactive. In this case, invoices are not automatically forwarded to the invoice receipt book. Instead, they will be intercepted by your regular email program and then moved manually to the invoice receipt book if required.
As an action in this selection, you can decide whether the documents should be assigned to the invoice receipt book as an incoming invoice or directly to Teamwork. Please note that everything that is assigned to the invoice receipt is also automatically stored in Teamwork - but not vice versa. If you switch to "Teamwork", both the field below ("Type") and the name above under "Alias name" change to "Collection".
Under "Type" you can choose between incoming invoice, outgoing invoice or other document, under "Collection" you are shown the names of the various collections in Teamwork in a selection list.
In the "Supplier" field, you grant permission for a stored supplier to accept corresponding emails.
In the security settings, you can now choose from a range of options, each of which relates to an entire group of contacts. The "all or none" principle comes into play here, as you do not have the option to select individual contacts. Either all contacts in the proposed group are activated for the function by selecting "Yes" or none if "No" is selected. To the right of the selection field, you can see once again in detail to whom the definition "all contacts/suppliers/customers/partners" refers.
You can configure the last 5 fields according to your business practice:
- store individual, selected e-mail addresses from your contact list. This setting overwrites the restrictions defined under (9).
- fill it with additional email addresses from senders that are not stored in your contact data.
- store your own email address that you normally use to receive invoices in your email program (e.g. rechnungseingang@xyz.com or invoice@gmail.com). This enables you to activate automatic forwarding from your e-mail program to the Scopevisio invoice receipt book.
Save your entries.

As you can see, Scopevisio offers you numerous options for individual customization. Take advantage of the many configuration options and simplify your invoice receipt workflow!

Practical help for notifying your suppliers

You have decided to digitize your invoice receipt or to have your incoming invoices sent directly from the suppliers to the invoice receipt book. How do you proceed now?

Send a circular mail via campaign

Here you will find brief instructions on how to create and send a campaign. We have compiled further information for you in the Campaigns document.

First set up a campaign under Sales > Campaigns.

The name of your campaign is also the subject of your email. For example, use "Email address for digital invoice receipt" as the title.
If you want to write to all suppliers, select the contact types Supplier and Vendor in the "Contacts and roles" business object.
Then click on Calculate. All vendors and suppliers are now offered to you in the Target group business object.
If you want to exclude contacts from the mailing, delete them via the "-" at the end of the relevant line, the "Remove" button or via the context menu (right mouse button).
If you want to write to specific suppliers, it may make more sense to fill in the target group separately using the "Add more" button.
Once the target group has been compiled, you can access the text editor for your email by clicking on the "Email" button.

Use the Select text module link at the bottom left to jump to the text module list. If the corresponding texts are not yet stored, you can access further options by clicking on Add missing standard text modules from system data at the bottom left. Select the desired option (e-mail address for digital invoice receipt/change of e-mail address for your invoice dispatch/digitization of our invoice processes) and add it to your text module list by clicking the "Restore" button. Go back to this form using the arrow button at the top right and select the relevant text module. Scopevisio will automatically insert it into your campaign email.

Of course, you can customize the templates according to your wishes. Don't forget to replace the two placeholders [rechnungseingang@unserUnternehmen.de] and [info@unserUnternehmen.de] marked with square brackets with the correct email addresses and place your company footer under the email!

Below we present three scenarios in which Scopevisio can save you a lot of work with just a few clicks.

Note: You can find information on tracking an email in our online help.

Scenario 1: You would like to digitize your invoice receipt and have the incoming invoices sent directly to the invoice receipt book

Subject: Email address for digital invoice receipt

Text:

Dear business partner,

As part of the digitalization of our invoicing processes, we would like to ask you to send us your invoices digitally in PDF format in future. We have set up the following e-mail address for this purpose: [rechnungseingang@unserUnternehmen.de].

For all other documents such as quotations, order confirmations, catalogs, etc., please continue to use the familiar e-mail address [info@unserUnternehmen.de].

We thank you in advance for your support.

Yours sincerely

$AP_Firstname $AP_Lastname

$Follow-up image

$OwnGS_name
$OwnGS_street
$OwnGS_zip_code $OwnGS_city

T: $AP_Phone
E: $AP_Email

[Your footer]

Scenario 2: You have already digitized your invoice receipt, but would now like to have the incoming invoices sent directly to the invoice receipt book

Subject: Change of e-mail address for your invoice dispatch

Text:

Dear business partner,

In the course of optimizing our invoicing processes, we would like to ask you to send your invoices exclusively to the e-mail address [rechnungseingang@unserUnternehmen.de] in future. For all other documents (offers, order confirmations, catalogs, etc.) you can still use the familiar e-mail address [info@unserUnternehmen.de].

We thank you in advance for your support.

Yours sincerely

$AP_Firstname $AP_Lastname

$Follow-up image

$OwnGS_name
$OwnGS_street
$OwnGS_zip_code $OwnGS_city

T: $AP_Phone
E: $AP_Email

[Your footer]

Scenario 3: You only want to digitize your invoice receipt without using the forwarding to the invoice receipt book

Subject: Email address for digital invoice receipt

Text:

Dear business partner,

As part of the digitalization of our invoicing processes, we would like to ask you to send us your invoices digitally in PDF format in future. We have set up the following e-mail address for this purpose: [xyz@unserUnternehmen.de].

Thank you in advance for your support.

Yours sincerely

$AP_FirstName $AP_LastName

$Follow-up image

$ownGS_name
$ownGS_street
$ownGS_postcode $ownGS_city

T: $AP_Phone
E: $AP_Email

[Your footer]

You can then use the "Send test email" button to send yourself one of the campaign emails you have just created for review. Use the "Send campaign" button to send your e-mail to all selected suppliers.