Whether you are introducing a new Ocerra inbox or improving your current process, it’s important to clearly set expectations with suppliers.


The goal is simple: ensure invoices are received in a format that can be processed automatically.


Learn more about Ocerra inbox here.


Recommended Supplier Communication Template 


Subject: Update to our invoice submission process


Hi,

We are improving our accounts payable process to ensure invoices are processed accurately and on time.


Please send all invoices to: [your Ocerra email]


To avoid delays, please follow these guidelines:

  • Send invoices as PDF attachments
    This allows invoices to be processed automatically.
  • Avoid sending invoice links (where possible)
    Some systems send invoices as links instead of attachments. While we may still be able to access them, this can require manual handling and may delay processing.
  • Ensure documents are relevant
    Only send invoices, credit notes, or statements to this email address.

Important Notes (for suppliers using systems like Xero)

If you are using Xero or similar systems, please ensure that:

  • invoices are sent with a PDF attachment (not just a link)

This is typically a setting when sending invoices and may carry over once selected.


What happens if a different format is sent?

We will still receive the document, but additional manual steps may be required:

  • Invoice links (non-Xero) → may need to be opened and downloaded manually
  • Word documents → not processed automatically
  • Portal-only invoices → need to be downloaded and uploaded manually

This can delay processing and approvals.


Optional: Alternative submission method

If you are unable to send PDF attachments, please contact us to arrange an alternative process.


Why this matters

Providing invoices in the correct format ensures:

  • faster processing
  • fewer delays
  • accurate data capture
  • timely payments