Summary:

Requirements for sending PDF invoices to data capture services Basware Scan and Capture Services (BSCS) or SmartPDF.

Instructions:

Basware Scan and Capture Services and SmartPDF require PDF invoices sent via email to follow the below requirements:

Email sending:

• The email address (@bscs.basware.com or @pdf.basware.com) must be added to the TO field (not CC or BCC).
• Email must be addressed to only one Basware data capture service email address (BSCS or PDF - see above).
• The Basware data capturing services send notifications for all emails received; therefore, no-reply email accounts should not be used.
  
  • The sending email address receives an acceptance notification with a tracking ID known as BUMID, along with a rejection email notification if necessary.
  • Note: The rejection notification will not be sent if the email only contains invalid attachments (e.g., a Word document, non-PDF files, etc.)
• Total email size cannot exceed 30 MB.
• Email may include multiple PDF attachments.
  
  • Instructions on how to use attachments to the business document: Visit the Data capture services attachment policy.
• Basware has enforced TLS 1.2 or higher for all email traffic (sent to @bscs.basware.com or @pdf.basware.com); emails must be transmitted using STARTTLS with TLS 1.2+ encryption.
  • It means for the email sender that:
    • Emails sent without STARTTLS encryption will be rejected.
    • The sender's email server must support TLS 1.2 or higher and initiate STARTTLS during SMTP transmission.
    • Unencrypted email transmissions (plain text connections) will not be accepted.

Email attachments:

• Each PDF attachment should contain only one invoice.
• The attachment name should not contain special characters or leading/trailing spaces in the filename.
• PDF version should be 1.4 or higher.
• The PDF should not require a password to open.
• Security settings on the PDF should not restrict the document (in Properties -> Security -> Document Restriction Summary).
  
  • Note: PDF security settings are not suitable for preventing document changes. This can prevent the content from being read and processed by Basware data capturing services. Digital signatures can be used for this purpose.
• The first page of the PDF should not be a blank page.
• For image-based PDF files (scanned PDF files), the resolution of the image must be 300 dpi (or higher), and preference for PDF text-based documents (also known as machine-readable PDF files) will improve the quality of the capturing data in the delivered documents.
• Any unsupported or corrupted files that Basware accepted will be delivered to the customer without extraction and with default values.
  
  • Such document is delivered to the recipient known as NON_INVOICE.

A receipt of delivery will be sent to the sender’s email address. The notification e-mail will contain a tracking ID known as BUMID.

Please note that even a picture (such as a company logo or clickable icons/hyperlinks) in the signature can prevent invoices from processing (filtered as spam or virus-infected).

Avoid adding the buyer company's employees' personal or team email addresses to minimize duplicate invoices. The recipient (buyer) can view the received business documents through an online portal known as the Basware Portal. 

If you need help, please click the button on the right side of this page to contact Basware Support.

Additional information:

• Basware PDF e-Invoice tips and tricks.