With the Email Receiver, you control exactly which email addresses are allowed to submit invoices to your organization. This prevents unwanted or unknown invoices from entering your administration. You configure per supplier or domain that their invoices are automatically processed.

A trusted sender is an email address or domain that you have approved to send invoices to your organization. Only emails from these approved senders are processed; all others are blocked. This works as a whitelist for your invoice delivery.

When you create a trusted sender, the platform generates a unique email address. You share this address with your supplier, who uses it to submit invoices. In the overview (the sidebar option "All"), you can see all your created email receivers with their generated addresses and status.

You need at least a Basic subscription to use the Email Receiver.

Open the Email Receiver app in the platform and click New sender. For each sender, you configure the settings described below.

Choose how you want to identify the sender:

• Specific email address: only this exact address may submit invoices. This is the most secure option.
• Entire domain: all email addresses from this domain may submit invoices (for example supplier.com). Useful when a supplier sends from multiple addresses.
• Verified user: a user who has been verified on the platform.
• Accept all: emails from any sender are accepted, without whitelist restrictions.

Per Email Receiver address, you can whitelist one domain. Does your organization need to receive invoices from multiple domains? Create a separate Email Receiver address for each domain, or use a specific email address per supplier for maximum security.

Optionally, in the Organization field (on the sender side) you can specify which organization may submit invoices as a supplier. If you fill this in, only emails from that specific supplier organization are accepted. This makes the generated email address extra secure, as emails from other organizations are rejected.

Specify what should happen with the received invoices:

With the Allowed document types field, you determine which invoice formats are accepted:

• E-invoices only: only XML invoices are processed.
• Digital invoices only: only PDF invoices are processed.
• Both e-invoices and digital invoices: both formats are accepted (default).

In eConnect terminology, "digital invoices" refers to PDF invoices and "e-invoices" refers to XML invoices.

With the Populate supplier email address based on field, you determine which email field is used to identify the supplier. The default is "Sender email address", but if a supplier uses an alias or forwarding address, you can choose a different field from the email header (such as Reply-To).

Supplier recognition serves two purposes. First, the supplier receives feedback messages when something goes wrong during processing, for example when the email has no attachment or the document cannot be processed. Second, the identified email address is included in the XML delivered to the accounting system, so the supplier is also traceable there.

For draft invoices, you can optionally enable Send XML automatically. When the sender submits a valid XML invoice, it is automatically sent via Peppol without manual intervention. If the XML is not valid, the invoice is queued as a draft for manual review. This option requires SSL/TLS security to be enabled and the XML to be valid.

With the Send via option, you can forward secured emails with valid XML invoices directly to the recipient via Peppol in one step. This requires the SSL/TLS security option to be enabled and the XML to be valid.

The Email Receiver offers additional security layers:

• SSL/TLS requirement: on first use of a trusted sender, the system automatically detects whether SSL/TLS is used. If so, it is then required for all subsequent emails from this sender.
• Contact email address: set a separate email address where rejection notifications are sent. This does not need to be the same as the trusted sender's address.
• Organization filter: by specifying a specific supplier organization, emails from other organizations are rejected.

If you work with multiple administrations, you can enable the Conversion for multiple organizations option. The platform then automatically detects which administration a submitted invoice is intended for. This way, you can use a single email address for multiple administrations instead of creating a separate address per administration. This works for both XML invoices and PDF invoices.

This feature requires a Professional subscription or higher.

Per trusted sender, you can configure whether you want to receive a confirmation email when an invoice arrives through this sender. This helps you keep track of which suppliers are submitting invoices and when.

After creation, the trusted sender has the status "Draft". Before emails are processed, the sender must be activated. This can be done in two ways:

Manually activate: change the status to "Active". The trusted sender is then immediately operational.

Send invitation: instead of manually activating, you can send an invitation to the supplier. The supplier receives an email explaining the generated email address and how to use it for submitting invoices. On first use by the supplier, the email receiver is automatically activated. The status changes from "Invited" to "Active".

In the Email Receiver app sidebar, you can filter by status: Drafts, Invited, Active and Inactive. This helps you keep track of which senders are in which stage.

Does your organization use Office 365 and is email forwarding not permitted? You can create a direct connection with your Office 365 mailbox. Use the "Alternative delivery address" field in the Email Receiver configuration to set up the O365 integration.

Want to learn more about how invoices are processed via email? Read how submitting purchase invoices by email works.

• Submitting purchase invoices by email
• Can I submit invoices from any email address?
• Submitting invoices as UBL files
• Setting up notifications for received invoices