1. Communicate clearly with suppliers
- Send advance notice before rolling out the new email address
- Provide clear instructions on what to send where
- Include examples of properly formatted invoices
- Set expectations for processing times
2. Gradual rollout
Consider phasing the implementation:
- Week 1: Pilot with 3-5 key suppliers
- Week 2-3: Roll out to top 20 suppliers
- Month 2: Communicate to all active suppliers
- Ongoing: Add to onboarding for new suppliers
3. Monitor Incoming Emails
Regularly check:
- That documents are being received and processed
- For any processing errors or issues
- That suppliers are using the correct email address
- That document quality is sufficient for data extraction
4. Maintain old processes initially
During transition:
- Keep existing submission methods active temporarily
- Accept documents via multiple channels
- Give suppliers time to update their systems
- Provide support for suppliers struggling with the change
5. Set supplier expectations
Be clear about:
- What documents should be sent to the email
- Required file formats and quality
- Expected processing timeframes
- Who to contact if issues arise
Security Settings
Your inbound email includes security features:
- Spam filtering to block unwanted emails
- Virus scanning on all attachments
- Sender verification to prevent fraud
- Encryption for data in transit
Topic Purchasing