Submitting Invoices via Email – Frequently Asked Questions

If you're submitting invoices to Transcepta via email, this guide will help ensure your documents are processed successfully and avoid common issues.

Submit from a Registered Email Address

Only email addresses registered to your Transcepta account can successfully submit documents. If someone outside your approved user list tries to send a file, it will be rejected.

• How to Add Additional Users to the Account
• Reset Your Password

Submission Email Address

Send your invoices to:
[CustomerName].invoices@submit.transcepta.com

Allowed Document Types

Submit one of the following text-searchable (non-scanned) formats:

• PDF (must be digital, not scanned)
• DOC / DOCX
• XLS / XLSX
• TXT / RTF
• CSV
• XML / cXML
• EDI

❌ Not allowed: Image files or scanned documents (even OCR scans)
📌 Tip: You should be able to highlight and copy text in your document.

⚠️ Important Submission Tips

• Do not change the format after your sample is approved. Format shifts (e.g., moving fields, margin changes, column size differences) may cause rejections.
• If using Excel to create your invoice, follow these steps to Lock the Format in Excel.
• Submit a live document only after receiving a “Connection Complete” email from Transcepta confirming that your format has been mapped and tested.

Mapping Time & Going Live

1. Submit a sample
   1. You can use an invoice that's already been paid.
   2. Sample invoices are not processed as live documents.
   3. We are unable to map a sample that doesn't have your customers requirements.
2. When your sample is received we will send you a "Sample Received" email.
3. Once your format is approved, you'll get a Connection Complete email.
4. Only then should you begin submitting live documents.

Confirmation & Reporting

Transcepta sends automatic email notifications to help you monitor submission status:

• Batch Confirmation Report: Confirms we received your file.
• Daily Supplier Report: Summary of all invoices received and processed.
• Invoice Rejection Notices: Explains validation errors from your customer.
• Unable to Process Notifications: Sent manually if we detect issues like unreadable formats or missing data.

Update recipients by editing the “Invoice Confirmation Contact” in the Supplier Portal under:
Settings > Manage Invoice Profiles & VAT > Confirmation Email Address

Buyer Requirements & Line Item Guidelines

Before submitting, always check your buyer’s requirements: A link to your customers requirements was provided at the time of registration. 

Minimum required fields typically include:

• Invoice Number
• Invoice Date
• Buyer Name (Bill to or Ship to address block)
• Unit Price, Quantity, and Line Total
• Invoice Total

Common required fields typically include:

• Purchase Order Number
• Line level item number

Missing or misaligned data may cause rejections.

Updating Reports

To update who receives reports or check the status of a submission:

• Log in to the Transcepta Supplier Portal
• Click ($) Invoices to view document status and history, edit, or create new invoices.
• Adjust confirmation contacts in your settings
  • Managing Confirmation Reports

If you need assistance or your invoice was rejected and you’re unsure why, please use the link below to work with our support team.  Include the document number and a short explanation so we can assist you faster.