Either you are providing a new Ocerra inbox address to your suppliers or setting up an auto-forward from your existing payables inbox, it’s important to clearly communicate the requirements. 

Learn more about Ocerra inbox here.

Email Template for Suppliers 

Email subject: Action required: Update to our billing process

Dear Supplier,

We are making efficiency improvements that will help us process your bills in a timely manner. This requires your immediate attention, please.

From today, please send your bills to a new dedicated email address: yourname@ocerra.com 

To avoid delays, invoices must meet the following criteria:

  • PDF invoices only: Invoices must be sent in a clear and readable PDF format.
  • No embedded web links: Invoices embedded within web links or submitted through any indirect methods will not be processed automatically. This may lead to delays in handling your documents. 
  • Relevance of Documents: Please ensure that all attachments sent to this email address are strictly related to supplier transactions. This includes invoices, statements, and credit notes only. Avoid sending advertisements, promotional materials, or any non-transactional documents to ensure efficient processing of your financial documents.

If you are unable to follow the criteria, please send your invoices to the following address [insert alternative address].

To avoid any delays, please ensure to send invoices as a PDF attachment. The system will immediately pick it up and show it on our invoice dashboard.

Thank you for your cooperation,

Kind regards,

Accounts Payable Team

Please ensure to insert your email address name before sending.