Ensure your invoices are optimised for a swift journey through iCompleat
Here's our 3-step guide to the recommended digital invoice format for iCompleat.
Make sure you and your suppliers follow the advice in this guide to get the best possible results from sending invoices to iCompleat.
In this guide, we cover accepted invoice file types, the optimal intelligent PDF format, and the invoice details required by our Capture software.
1. Use an accepted invoice file type
It's important that invoices sent to iCompleat are the correct file type.
The invoice file types accepted by iCompleat are:
- PDF (.pdf) (Recommended)
- Excel (.xls or .xlsx)
- MS Word (.docx)
- TIFF (.tif)
Invoices sent to iCompleat in any other format (Eg. .odt, .rtf, .dot) will be treated as supporting documents, and our Capture software will forward them to the Notification email address saved in the Billing/Contacts area in iCompleat.
Find the file type by right-clicking an invoice on your desktop, and selecting Properties. The file type is displayed at the top.
2. Ensure invoices are "intelligent" PDFs
Where you can, ask that your suppliers to send the original "intelligent" PDF - or failing that, a well-formatted and clearly scanned invoice - directly to iCompleat via your e-invoicing email address.
Intelligent PDFs enable our Capture software to read the text layer within the invoice.
To find out if an invoice is an intelligent PDF, open your invoice in a PDF reader such as Adobe Acrobat, and use the text search or find function (usually Ctrl + F) to enter some text and find it within the document. If it works, it's an intelligent PDF.
If a supplier must send a scanned invoice, they should make sure it's high quality.
Here's our definition of a high quality scanned invoice:
- No handwritten comments
- Isn't scanned at an angle
- No stamp marks or identifiers covering invoice fields
- Key fields are labelled clearly
3. Use a clear, easy-to-read invoice format
Invoices should be clearly laid out, with obvious labelling of information such as:
- Invoice date
- Invoice number
- Purchase order number
- Gross, Net, and VAT values
Here's an example:
For more tips about preparing iCompleat to receive invoices, check out Sending invoices to iCompleat.
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