Overview:

  • Learn how to schedule email notifications for incoming invoices, purchase orders and approval. 


There are three types of email notifications in Ocerra:

  • For incoming invoice: you will receive email notifications for ALL the incoming invoices. It is recommended for accountant and AP roles. 
  • For approval: you will receive email notifications for approval only. It is recommended for an employee user role. 
  • For PO email: you will receive email notification when a purchase order is submitted to an approver and once an approver approves a purchase order, the purchaser will receive an email notification


For incoming invoices


Receive email notifications from Ocerra when new invoices are ready for a review. This type of email notification is useful for an accountant or AP admin roles in the system. If you are reviewing and preparing invoices for approval, we'd highly recommend to set this up.


You can schedule the day(s) of the week and time when you would like receiving email notification(s) for all your incoming invoices in Ocerra. 


  • Go to Settings – General – Notifications
  • Pick a time, days of the week and click Save




On this day(s) and time Ocerra will email you a list of all the incoming invoice documents. For example:



You can click on any of the invoices in your email, it will take you to Ocerra invoice processing screen. 


Note: These are scheduled notifications that you set to receive at a specific time and day(s).



For Purchase Order Email notifications


Email notifications for purchase orders help streamline communication between purchasers and approvers. These notifications are sent in batches once per day at a scheduled time: 


  • When a purchase order is submitted to an approver, they will receive an email titled Purchase Orders for Approval, listing all pending approvals.


  • Once an approver approves a purchase order, the purchaser will receive an email notification titled Approved Purchase Orders, confirming the approval.



For detailed instructions, refer to this article on Purchase Order email notifications.


For approval 


This type of email notification is useful for approvers only. If you are an approver, you will receive an email notification when invoices moved to the submitted status and you have to approve it:



(!) These are scheduled notifications that you set to receive at a specific time and day(s). If you would like to remind someone to approve an invoice, please use "share link" option to send them a link to the invoice directly. 


We recommend setting up approver notifications as often as possible, to ensure approvers log in to the system often to review any outstanding invoices. 


Ocerra invoices for approval, email Example:




(!) Time zone


Please ensure that you have the time zone correct in your account settings. You can check it in Settings – General – Time Zone.