Overwhelmed by incoming documents?
The advent of e-mail and PDF have largely solved the problem of piles of paper invoices. But there is another challenge that may be even greater: now that organizations receive invoices digitally, there is a constant stream of incoming e-mail messages that require preliminary work. As an administrative assistant, you have a big job editing every document in your mailbox.
Invoices and orders can come in in different formats: pdf or XML, sometimes even inserted into the body of an e-mail. To process all these diverse documents in the same streamlined way, you need a system that is flexible. Whitevision collects all your incoming documents unambiguously, regardless of the method of entry. This means you have more hours left to devote to other important tasks.
Download whitepaper
Want to take back control of your inbox and increase the efficiency of your communication processes? Discover how our Email handler can help.
E-mail handler. Simplicity at its best.
With Whitevision’s Email Handler, you can bring order to the chaos of your inbox. This powerful tool not only automates the sorting process and consolidates relevant attachments, but also enables you to process and integrate XML messages. This streamlines and organises even the most complex communications without the need for manual intervention. This leaves you with more time for the work that really matters.
Whitevision’s technology ensures that you will never again miss important information or waste time manually managing your emails, including XML data. Our solution allows you to work more efficiently, resulting in fewer errors and streamlined communication. This is not only good for you and your team, but ultimately for your customers, who benefit from faster and more accurate service.
The right route for every email
Our AI-driven recognition system analyses, amongst other things, the sender and the subject line of the email. By training the Email Handler, the software learns how to process different types of emails. This enables the Email Handler to automatically:
- Forward emails immediately: the email is prepared on a one-to-one basis for further processing.
- Merge attachments: multiple PDF attachments are combined into a single PDF.
- Splitting invoices: each invoice is placed in a separate attachment and prepared as a separate email.
- Extracting invoices from the email text: invoice details from the email text are automatically converted to a PDF.
- Recognising payment reminders: reminders are automatically moved to the ‘Payment reminders’ folder.
- Mark emails for review: messages that require extra attention are placed in the ‘Needs attention’ folder.
Frequently Asked Questions
What exactly does the E-mail handler do?
The E-mail handler automates the sorting, processing and archiving of incoming e-mail documents. The system automatically processes emails and attachments and prepares them for integration into your workflow, OCR or ERP system.
Can I use the E-mail handler with multiple administrations?
Yes! The Email handler works for multiple administrations, even if you have multiple inboxes. So you can process everything automatically without having to do anything.
Can the E-mail handler read shared inboxes?
Yes, the E-mail handler can also read shared inboxes, such as those of your accounts payable. Make sure there is an account with appropriate access.
Does the E-mail handler work with different e-mail systems?
Yes, it works with Microsoft Graph, allowing you to link Outlook, Office 365 and other email systems.
What happens to the original e-mail?
The original e-mail is always kept in an archive folder so that you can use it later, for example, to forward or reply.
What if my question is not in the FAQ?
Fill in the contact form and we will answer your question as soon as possible. Are you already a Whitevision customer? Then go to the customer portal for more information.
How fast is the processing?
The processing of your emails happens continuously in the background. The system is always working, so you have no delays.
Can I use the Email handler even if I have another solution for incoming invoices?
Yes, the E-mail handler can be easily added to your current solution and is flexible enough to work with different systems.
A well-organized inbox in 3 steps
Survey
First, we’ll go through the desired process with you and explore the best way to make the email handler work for you.
Designate folders
After the inventory, you can enter the details of your mail account and designate the folders the system should look at.
Time saving
All that’s left for you to do is give the go-ahead. The email handler will get to work for you!
Customers of Whitevision.
Gebroeders Pol BV
LenGo
Stichting Christelijk Voortgezet Onderwijs
Discover “simplicity. Request a demo.
Experience how Whitevision can transform the management of your email communications. Request a demo and see for yourself how we bring simplicity to your work.
