Sending documents

Sending documents

Aleop allows you to group both your accounting and non-accounting documents on the web filing cabinet. The first step is to send your documents to your account. Several processes are possible, whether by email, using a mobile application or a scanner. 

E-mail 

Each Aleop account has an aleop.ca email address which will take the form yourcompany@aleop.ca. There are two possible ways to send your electronic documents: 

• Documents sent by your suppliers 

• Write and send an email to all your suppliers explaining that invoices can be sent to the aleop.ca email address from now on. It is important to specify that the document must be sent as an attachment and in PDF or TIFF format. 

• Documents sent in your current email  

• Forward your emails to your aleop.ca address. Attachments will be listed in the Classification step, in the email section. 

No need to send an email per document, it is possible to add several PDF or TIFF attachments in the same email. To gain speed, it is recommended to group together documents of the same nature, for example all purchase invoices. This will create a group and it will be easier to identify the nature of the documents simultaneously during classification. 
 
The email text is not transferred to Aleop, the software will only import the attachment(s). Entire emails can be forwarded to the mailbox of your choice so you can see your sender's messages. 

Receive a copy of the email 

• Select the first drop-down menu and press the “General Info” option; 

• Toggle Yes on the Receive a copy of emails line. 

Mobile app 

Several scanning mobile applications exist either on Google Play Store or Appel Store. Here are the requirements before selecting one. 

• The document must be scanned and not photographed; 
• The document must be readable and not blurry; 
• The document must be well framed (all the characters that must be read by character recognition must appear in the frame); 
• The result must be clear and ideally in black and white; 

• File extension must be in PDF or TIFF format.Le principe demeure le même pour envoyer les documents.  
• Combine documents of the same type (invoices, sales drafts or other documents to be filed) in a single email2. This will facilitate classification in Aleop. 

• Group one-page documents together according to their type. 
• Do one batch per document for multi-page documents. 

• Remove receipts or any other pasted or attached document that may hide information. 

• Position the document on a flat surface and ask the application to scan it. If the document has more than one page, repeat this step.  
• Send the document(s) to the email address votreentreprise@aleop.ca 

Scanner

To facilitate the processing of documents, we suggest that you: 

• Combine documents of the same type (invoices, sales drafts or other documents to be filed) in a single email2. This will facilitate classification in Aleop. 

• Group one-page documents together according to their type. 
• Do one batch per document for multi-page documents. 

• Remove receipts or any other pasted or attached document that may hide information. 

¹  For maintenance and other use see your device's user guide. 
² For those who have more than one company on Aleop, make your batches by company. 

Cases that are not supported 

Some formats are not supported by character recognition technology.  

• Excel document  
• Document in JPEG or PNG format 
• Document that is not sent as an attachment but embedded in the body of the message.  

Types of documents 

Here are the different types of documents and how Aleop processes them