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Frequently Asked Questions


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I already receive a lot of my invoices in PDF format by e-mail, what is different about Digital Mailroom?
A PDF document is only of any real benefit to your supplier!  We want to reduce your costs as the document receiver as well. Typically with a PDF invoice you have to print the document and manually enter the data into your computer system. Whereas with Digital Mailroom you can automatically forward e-mailed PDF files to us and we will convert them into e-invoices for you removing the need for you to re-key any data. We can also deal with other invoice formats such as scanned paper images, XML and EDI.

I don’t want to impose any change of business on my suppliers, so how can I receive e-invoices?
We can handle multiple invoice types including PDF, scanned images, XML and EDI, so your suppliers can continue to send their invoices to you in the same way they always have and we will handle the automatic collection of these documents and their conversion to a digital format that can be read by your existing system.

What are the costs involved for me and my suppliers to change to e-invoicing?
For emailed PDF and scanned paper documents, we charge per document page sent or received. The charge will depend on the volume of documents you process as well as the business system you use. Typically there is a one off set up and connection fee, a small monlthly charge, which includes an agreed number of documents, and a charge per document page. You will only be charged for each invoice/POD page we process for you (and we can also handle attachments). Your suppliers will not even need to know that you are processing their documents differently so there is no change for them. If your suppliers would like to send you their invoices in a digital format, such as XML, we would be happy to assist them. For XML invoice documents the charges are based on the number of invoice lines.

Do I need to notify HM Revenue & Customs?
Under current regulations anyone can receive e-invoices instead of paper invoices provided that they meet all the same criteria demanded of a paper invoice. It is also acceptable to run both electronic and manual systems if necessary, provided you only use one system with each supplier. Please refer to the HMRC website for further details, www.hmrc.gov.uk.

Once I receive an electronic invoice how can I process it for payment?
You control when you want to upload your e-invoices,  this would either run as a scheduled task each day or you can initiate the import process manually.    You will then be able to review your invoices and see the original image on screen, if required, before the e-invoices are transferred to your accounting system for payment. Depending on the business management system you are using some or all of the matching process can be carried out by Digital Mailroom.

Under current UK legislation I need to keep my invoices for 6 years, how does this work with Digital Mailroom?
The great thing about Digital Mailroom is that you don’t end up with large volumes of paperwork that require expensive storage facilities just in case the document is required at a later date. With Digital Mailroom you can keep all of your documents in an electronic archive. Please note that the statutory regulations regarding the length of storage apply to both electronic and paper documents.

As well as receiving my purchase invoices electronically can I send out sales e-invoices too?
Yes, as long as your customers are in agreement we can provide you with the means to generate e-invoices in a format to suit them.

Apart from invoices what other documents can I send via Digital Mailroom?
You can also send scanned document attachments, such as Proof of Delivery documents, consignment notes and so on with your invoices. We will link these additional documents with your invoice so that you will be able to retrieve all the documents together. If you need these documents processing separately from your invoices we can also do this for you per document type.

I need an efficient way of storing all of my Proof of Delivery data for easy retrieval, how can Digital Mailroom help?
By scanning your POD's (or other structured business documents) in batches and saving them to a folder on your server, our DMRLink software will collect the files, split them into individual documents, identify the unique reference number on the document and rename the individual file with its own reference.   The processed files will then be sent back to your server by DMRLink.