Uploading Invoice Images for Electronic Invoicing

Uploading Invoices for Orders Placed through the Platform

To upload an invoice image for an order placed through Craftable, first, go to the Orders tab and acknowledge receipt of the order by selecting it under Placed Orders.

From here you will click the green Receive with Manual Invoice button at the bottom right. 

After clicking that button, you will be prompted to enter the Received Date, the Invoice Date, the Invoice Number and the Amount. You will also choose if you're fully receiving the order or partially receiving the order. In the example below, we are choosing to Fully Receive Order, at which point you then select the green Receive Items button.

This process allows you to let the system know you have received an order, and it will take you to the system generated invoice to then upload the invoice image. 

If you are submitting an invoice for an order that was not placed through Craftable you can still upload the invoice image via the Image Vault (steps below) or by emailing as an attachment to your store's designated invoice email address. 

Uploading Invoice via the Image Vault

The Image Vault is a repository for your scanned and uploaded invoice images and is shared across all areas of the platform.  You can filter items in the Image Vault by Date Range and Vendor.

You can upload images to the Image Vault by clicking the blue Upload button and then following the respective instructions:

Uploading via Email ✉️

You can also submit images for electronic invoice processing via email. If your store has already been setup with this functionality you will see your designated email address at the top of the Image Vault page.

All invoices submitted via email must be sent as attachments (not inline in the body of the email). If you are forwarding an email that has the invoice image attached, it's a best practice to please download the file and re-attach it to your email to ensure it will be picked up. Multi-forwarded emails with attachments will also not be picked up by the system.

If you do not already have a designated email set up and would like to submit your invoice images for processing via email, you should contact customercare@craftable.com to have your store-specific email address created.

Invoice Image Requirements

Craftable will make every effort to correctly process invoice images, but not all documents can be processed in this way. For a document to be processed as an electronic invoice on Craftable, the following are necessary:

• All pages of the invoice must be included
• Invoice Number must be included and visible
• Vendor Name required
• Line Item/s required
• The image must be legible
• Invoice Total highly recommended (if missing, it can cause the invoice not to process)
• Each image should only contain 1 invoice (you can submit multiple invoices in one file, but please ensure that each page only displays data from one invoice)

The following document types are not eligible to be processed as an electronic invoice on Craftable, and if submitted, they will likely not be processed:

• Statements
• Purchase Orders
• Bills of Lading
• Packing Slips
• Delivery Slips
• Tax Documents
• Collection letters
• Pick Tickets
• Price Lists
• Terms & conditions sheets
• Sales Orders
• Remittance Statements

Some things to keep in mind:

• When uploading images for processing, the image must be clear enough for the type to be legible. If the image or type is blurry, we will not be able to use the image. 
  
  
• Ensure that all pages of the invoice are submitted and that preferably the four corners of the page are included in the image to ensure no data is missed. (e.g. Invoice Number cannot be cut off)
  
  
• We recommend splitting long invoices into different photo images, scanning the invoice, or handwriting comments in clearly legible writing.
  
  
• Processing of images takes only minutes to complete from the moment of the image upload.
  
  
• The maximum upload size through the image vault site is 10MB (in total).  Maximum upload size through email is 25MB.

Requiring Images for Invoice Approval

Depending on your store operations, you may want to require images to be attached to invoices before they can be approved. If you would like to enable this setting, ensure you are at the individual store level in the All Departments View. Click on your name in the top, right corner, and select Store Settings:

Then, you'll select the blue Store Info button:

On the Store Info page, scroll about halfway down, and you'll find the setting for Require Invoice Images for Approval toggle. Ensure it is toggled on by clicking on it, and then to finalize your changes, click the green Update Store Info button at the bottom:

At the point of enabling this feature, if an invoice is attempted to be approved without an image attached, they will receive the following error, instructing them of the image requirement: