Summary:
Requirements for sending PDF invoices to Basware SmartPDF and Basware Scan and Capture Services.
Instructions:
Basware SmartPDF and Basware Scan and Capture Services require PDF invoices sent via email to follow the below requirements:
Email sending:
- Send invoices to @bscs.basware.com or @pdf.basware.com. Do not send to both email addresses to avoid duplicates.
- Ensure a working reply-to address to receive:
- Acceptance notification
- Rejection notification
- Total email size, including attachments, must not exceed 30 MB.
- Multiple PDF files and their attachments can be sent; see Data capture services attachment policy
Security Requirement:
- To ensure secure email transmissions, avoid using unencrypted (plain text) connections. Instead, it is highly recommended to use STARTTLS (TLS 1.2+) or direct TLS (implicit TLS) for encryption.
- Why STARTTLS?
- It provides secure encryption for emails.
- In the near future, all email providers will mandate STARTTLS.
- Without it, you may encounter the error: "530 Must issue a STARTTLS command first."
- Workaround: If you receive this error, you can use a Gmail or Yahoo account to send emails, as both Gmail and Yahoo made STARTTLS a mandatory encryption standard for email transit in 2014.
Ensuring encrypted email transmission now will keep your communications secure and compliant with future standards.
Email attachments:
- Each PDF attachment should contain only one invoice, and the first page must be the document's first page.
- PDFs must be version 1.4+, not password-protected, and the first page must not be blank.
- Scanned PDFs: Use 300 dpi or higher; prefer text-based PDFs for better extraction.
- Unsupported/corrupt files are forwarded to the buyers without data extraction and can prevent or delay the invoice payment.
If you need help, please click the button on the right side of this page to contact Basware Support.
Additional information: