Invoice File Formats - NextGen

Modified on Fri, 6 Oct, 2023 at 10:56 AM

This article relates to the Quadient AP NextGen UI, which is being released to our customers on a rolling basis. To learn more about the NextGen UI, please reach out to your Customer Success Manager.

Invoices can come into Quadient AP in multiple file formats. Currently, the following file invoice file formats are accepted: 

  • .pdf
  • .jpeg or .jpg
  • .png
  • .tiff

Please note that Quadient AP does not accept files in formats other than those stated above. This includes .doc files, files generated from Excel or Google Sheets such as .csv or .xksx, and .zip files. These files must be converted to one of the above formats before they are sent to Quadient AP. 

PDF Specifics

There are some specific requirements for PDF files to be processed by Beanworks. Please review the below points if you are having issues sending .pdf files to Beanworks. 

  • Password-protected .pdf files are not accepted by Beanworks. 
  • Editable .pdf files, such as those created from Docusign, are not accepted by Beanworks.

Additionally, certain .pdf files may not upload successfully. For these types of files, please save a new copy of the invoice before sending it to Quadient AP. We recommend using the Print to PDF function in your browser or PDF viewer to do this. 

File rejection notification

Occasionally, files to the invoice capture email fail to process for reasons such as unsupported format, password-protected files, etc. The file rejection notification allows users to subscribe to a daily email notification summarizing any invoice files that fail to reach Quadient AP. Click here to learn more about the file rejection notification. 

If you continue to have issues uploading invoices to Beanworks, please contact our Support team.

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