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How to prepare PDF invoices for interpretation

Send PDF invoices to the company's scanning address or the upload location configured for the account. File quality, page count and machine readability affect whether the invoice can be interpreted.

  • Send PDF invoices to your own scanning address: se<organization number>@qvaliainvoices.com, with the organization number as ten digits and no hyphen. They are then captured automatically.
  • Do not email invoices to support. They are not captured automatically from there.
  • The file must be a PDF.
  • If the invoice does not appear after capture, first check that it was sent to the correct address or upload location, then check the quarantine view.

The right way in

  1. Send the invoice as an attachment in an email to your scanning address, se<organization number>@qvaliainvoices.com.
  2. Use the same address every time, including for one-off invoices and for anything that arrived by the wrong route. Invoices emailed to support fall outside the automatic flow and require someone to enter them manually.
  3. If PDF scanning by file transfer is configured for your account, use the upload location provided when the integration was set up. When a file has been captured, it is moved to a processed subdirectory under the upload location. If the file remains where you uploaded it, it has not been captured.
  4. Only upload PDF files that are to be interpreted as invoices. Other PDF files may also enter the interpretation flow and end up in quarantine.

PDF scanning by file transfer is configured per account. If you are unsure which upload location to use, or the processed subdirectory is missing, contact Qvalia Support with the file name and upload time.

Use PDF format

Send the invoice as a PDF file. Other file formats are not processed in the scanning flow.

There is no fixed maximum file size or page limit for scanning. Whether a document can be processed depends on its quality, number of pages and whether the PDF is machine-readable. Contact support if the file cannot be processed.

What gives an interpretation that comes out right

Interpretation reads the details out of the image. What it is documented to struggle with:

  • Invoices where amount-like text appears several times. If an amount appears in running text alongside the total, the wrong value can be picked up, and VAT is then calculated on the wrong base.
  • Invoice images the wrong way round. Send them in portrait orientation. If they arrive in landscape from the supplier, report it with the scanning ID.
  • Documents that are not invoices. An offer, a covering letter or a document carrying two different sets of proposed invoice details cannot be interpreted as an invoice and ends up in quarantine for manual handling.

If an invoice has been misread anyway, see the article on misinterpreted PDF invoices: it describes what to report.

There are no published fixed thresholds for resolution, DPI or contrast. An invoice may be placed in quarantine as low quality when required information cannot be read. Open the invoice and follow the actions shown. If Archive is the only available action, archive the invoice and ask the supplier to send a new one. Contact support if the issue occurred during scanning.

The invoice does not appear after you submitted it

Work through this order:

  1. Check that the attachment is a PDF. If it uses another file format, create a PDF and send it again.
  2. Check that the address was the scanning address and not the support address.
  3. Check the quarantine view. Documents that could not be interpreted, and duplicates, sit there rather than in the invoice flow.
  4. Look at the notification email "Your notifications summary". The line "PDF scanning errors" shows the number of files that failed capture.
  5. Do not resend the same invoice repeatedly without first completing the checks above. This can create duplicates.

If you need help tracing an individual file, forward to support the original email you sent to the scanning address: that makes it possible to see what was actually received.

If it still does not work

  • Check one last time: that the attachment is a PDF, that the email went to se<organization number>@qvaliainvoices.com, and that the invoice is not sitting in quarantine.
  • Have this ready when you contact support: the original email you submitted (forwarded), the exact file name including extension, the date and time of submission, the supplier's name and the invoice number.
  • Contact support: through the support form at the bottom of https://qvalia.com or at help@qvalia.com.