Submitting Scans

The process of scanning and emailing an invoice is just like it sounds. To avoid errors and issues in processing it is recommended to follow the steps below.

1. Obtain or create a PDF formatted invoice.

   • A paper invoice can be scanned to PDF using a scanner.

   • Each individual PDF must be a single invoice.

   • Each invoice does not have to be a single page as long as it is a single PDF document.

   • PDF documents should not exceed a file size of more than 5MB.

   • The invoices can be printed, handwritten, etc. when submitted.

   • Each PDF must be a single invoice under 5MB in size, if larger try scanning in black and white and with a lower DPI setting.

2. Send the PDF to the designated Scan & Capture email address. Ask your supervisor if you are not sure what the correct destination is.

   • A single email can have multiple invoices.

   • The email must be under 10MB in size.

   • The body of the e-mail will be ignored as the receiving process is automated.

3. Expect an acknowledgment email from the scan and capture provider indicating receipt of the invoice.

4. A rejection notification from the scan and capture provider with the rejection reason may be sent. Some reasons include:

   • No property identifier on the invoice.

   • Illegible invoice.

   • A single PDF with multiple invoices

5. If a rejection occurs the invoice(s) need to be re-scanned according to the specifications above and resent.