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Blog post from 04.05.2017

GetMyInvoices individualizes invoice file names – May 2017

May brings everything new… and GetMyInvoices also has some new features.

Read entire email folder

Until now, GetMyinvoices automatically searched the entire inbox. Emails that were recognized as invoices (for example from larger telecommunications companies) were immediately imported automatically.

Emails that had the characteristics of an invoice but whose sender the system did not recognize were suggested to our users and could then be confirmed or rejected.

However, many users already pre-sort their mailbox and have a folder for their invoices. To avoid double work, you can now select the “advanced settings” option under “Edit email account”. There you will have access to your folder structure and can select the invoice folder. For each selected folder you can now decide whether you want to receive suggestions as before (“only emails for which there are import rules”) or whether you want to import the entire folder (“all emails”). Click on “Save” to apply your settings.

Customize file names

Incoming invoices have different file name compositions depending on where they come from - be it that the invoice number is used there, or that one provider has "invoice" in the file name but another does not. However, if you want to download this imported file or forward it to accounting software, for example, this random combination is more likely to confuse the user because it is not immediately clear which provider or which date the invoice comes from and you have to open each file. From now on, you can set what the file name should look like yourself. To do this, proceed as follows:

  • Under “Synchronization” you can edit the individual synchronization accounts and under “Naming pattern” you can create a scheme according to which the files are named.
  • This can be done either by manually entering a specific term that should always appear, or by selecting certain elements. Clicking on the “+” opens the list of selectable elements (month, day, year, supplier, invoice number, currency), which can then be added to the standard setting by clicking on it.
  • In the output field directly below you will see generated examples of what your file name will look like. Clicking “Save” will apply the pattern to all future invoices.

Two-factor authentication

The next feature concerns the security of accounts at GetMyInvoices. You can now activate so-called two-factor authentication for your user account. This means that in addition to a user name and password, you must also log in with a dynamically generated code. This code is generated on your mobile phone.

To do this, download the free Authenticator app from Google, which is available on the most common smartphone operating systems such as Android, iPhone and Blackberry works. You don't need a Google account, nor do you have to register or log in anywhere.
To activate this feature in your account, follow these steps:

  • Under the menu item “Account data” you will find a “Two-factor authentication” switch approximately in the middle right, which you can turn on or off.
  • If you click on "On", a pop-up with a QR code will open. If you now open the Authenticator app on your phone, you can scan the QR code with the app. The app will then show you a combination of numbers that you enter in the pop-up window below. The code changes every few seconds. If you click on "Confirm", if you enter it correctly you will receive the message "Two-factor authentication has been successfully activated". The app is now connected to your account.
  • The next time you log in, after entering your username and password, you will see the input field for “two-factor authentication”. A numerical code will be generated in your mobile app, which you can enter there to access your account as usual.

Extension of the sevDesk interface

The fourth innovation concerns synchronization with sevDesk. Previously, within sevDesk, the invoice was transferred into the system, but sometimes no category was transferred. Under "Edit" you then had to select the supplier's name again (although it had already been transferred as text) and the category also had to be selected manually.

This post-processing often took up an unnecessary amount of time. We decided to spare our users this post-processing and pre-populate the fields using GetMyInvoices. This works as follows:

  • If you go to “Suppliers” you can select the supplier you want to edit.
  • Two new fields have been added here: “sevDesk Category” and “sevDesk Contact”.
  • “sevDesk Category” contains all the categories stored in your sevDesk account, and you can simply select the correct one there. This means that in future all invoices from this provider will automatically be assigned to this category in sevDesk.
  • The suppliers are stored under “sevDesk Contact” and you can also select them there. Future invoices are therefore automatically assigned to the correct supplier in sevDesk.

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