Supplier Rollout: Best Practises

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