Purchase invoices by e-mail
Updated on 2026-10-14
Your salon gets its own e-mail address for purchase invoices. Whatever you send there appears in PaidOnce and is forwarded straight away to your accountant.
Instellingen → Koppelingen → Boekhouding → Aankoopfacturen naar de boekhouder (settings → integrations → accounting → purchase invoices to the accountant). The invoices themselves are in PaidOnce → Aankoopfacturen.
Switching on
Open Instellen (configure) and fill in:
| Field | What goes in it |
|---|---|
| Doorstuuradres aankoopfacturen (forwarding address) | The e-mail address where your accountant receives purchase invoices. With ClearFacts that is the address of the purchase journal, not the sales one. Your accountant knows which. An address of HairConnect itself is refused. |
| Bij een e-factuur ook de pdf als aparte bijlage (with an e-invoice, also the pdf as a separate attachment) | On. If an e-invoice contained a pdf, it goes along as a second attachment. If your accounting software turns that into two documents, switch this off. |
Then switch it on. Your salon then gets its own intake address.
The same integration also forwards invoices that arrive via Peppol (see Receiving purchase invoices via Peppol). Peppol does not need to be on for it.
Your intake address
It is at the top of PaidOnce → Aankoopfacturen, with a Kopiëren (copy) button. It looks like this: info+aankoop-…@hairconnect.be, where the dots are a long code of letters and digits that only your salon has.
That address is the key. Anyone who has it can send an invoice there that lands in your PaidOnce and goes to your accountant. HairConnect does not check who the e-mail is from: a sender can be faked, the address cannot be guessed. So only give it to people who send you invoices — yourself for forwarding, or a supplier.
Only the owner and the accountant see the address. A manager or staff member who may open PaidOnce sees the list, not the address.
Making a new address
If the address has spread too far, press Nieuw aankoopadres (new intake address) at the top right. The old address stops working immediately: anything still sent there arrives nowhere. Then pass on the new address.
What happens to an e-mail
- Every pdf and every e-invoice (a UBL file,
.xml) attached becomes a purchase invoice of its own in PaidOnce. A logo or any other file is skipped. The same pdf twice in one e-mail is one invoice. - With an e-invoice, HairConnect reads the supplier, the number, the dates, the amount, the payment reference and the account number from the file. With a pdf, HairConnect reads nothing: those fields stay empty. Nothing is guessed.
- Straight after, each invoice goes in its own e-mail to the forwarding address, with the file attached unchanged.
- Only once the mail server has accepted that e-mail does the invoice show as Doorgestuurd (forwarded).
Receiving the same e-mail twice does not create a second invoice.
What you see in PaidOnce
Each invoice in the list shows its source (Mail or Peppol), and for an e-mail who it came from, with the subject and the file name. The forwarding status is the same as with Peppol: Doorgestuurd, Nog niet, Mislukt with the reason, and a Doorsturen (forward) button.
If an e-mail arrived with nothing usable in it, it is listed under Mails zonder factuur (e-mails without an invoice), with the reason:
- Geen pdf of e-factuur in bijlage (no pdf or e-invoice attached) — a forgotten attachment, for example.
- Geweigerd (refused) — the e-mail came from HairConnect itself, was an error report from a mail server, or the integration was off. Nothing was forwarded.
No loops
An e-mail that HairConnect itself sent to your accountant and that still comes back to your intake address is not forwarded again. And you cannot enter an address of HairConnect itself as forwarding address.
What is not there (yet)
- No reading of pdfs. Supplier, amount and number of a pdf stay empty.
- No payment status. PaidOnce does not yet show whether an invoice has been paid.