Connect Billnado to Octopus via Mailbox

Mailbox delivers invoices and credit notes from Billnado to your accountant’s Octopus dossier. You need access to the Billnado administration and the receiving addresses for the correct Octopus dossier. This guide covers delivery by email.

Step 1: find the Octopus dossier addresses

In Octopus, open dossier management (Beheer > Dossiers in the Dutch interface) and select the dossier corresponding to your Billnado administration. Ask your accountant to confirm the dossier number and purchase and sales addresses.

Octopus uses different addresses for PDF and UBL. UBL addresses start with uid-; PDF addresses for recognition start with ocr-. The suffix -A indicates purchases and -V indicates sales. Copy the complete address for your dossier; do not use another dossier’s address.

Document type in Billnado	PDF destination	UBL destination
Sales invoices	The OCR address for sales.	The UID address for sales.
Sales credit notes	The OCR address for sales, as agreed with your accountant.	The UID address for sales, as agreed with your accountant.
Purchase invoices	The OCR address for purchases.	The UID address for purchases.
Purchase credit notes	The OCR address for purchases, as agreed with your accountant.	The UID address for purchases, as agreed with your accountant.

According to the Octopus email delivery guide, the attachment recognition limit is 2 MB and the total email limit is 20 MB. Larger attachments do not receive the same automatic recognition.

Step 2: configure Mailbox in Billnado

Open the correct administration and go to Settings > Integrations > Accounting. Select Mailbox under Accounting software.

Complete the eight email fields using the table: use the PDF destination for the field marked (PDF) and the UBL destination for (UBL). Complete the invoice and credit note fields separately, even if they use the same address.

Set Deferral period to the agreed number of days before automatic export. Setting Maximum attachment size to 2 MB keeps files sent by Billnado below that limit. Ask your accountant whether Only send UBLs that are PEPPOL-compliant suits the intended processing of your sales documents.

Billnado sends one file per document. A suitable UBL takes priority; otherwise, the available PDF is sent. The two address fields ensure that either format reaches the correct Octopus destination.

Step 3: save the settings

Check the dossier number, purchases versus sales and PDF versus UBL. Then choose Save. The saved selection also determines automatic export after the deferral period.

Note: activation may also prepare documents that have not yet been exported for your accountant. When switching, check which documents are already in Octopus before saving the connection.

Step 4: check receipt in Octopus

Agree with your accountant which document that has not yet been delivered you will export first. Check it using the eye icon in the document list and choose Export. This actually sends it to Octopus.

Ask your accountant to find the document in the Document Import Viewer (DIV) of the correct dossier. Check the document number, amount, document type and readability. An export record in Billnado does not confirm that posting in Octopus is complete.

Daily use and troubleshooting

After activation, documents are offered for export after the deferral period. Your accountant processes them further in Octopus. Postings and payment statuses are not sent back to Billnado through Mailbox.

If a document is missing from the DIV, check the dossier address, the purchase or sales suffix and the file size. Use the dossier addresses directly so that Octopus can identify the destination. Look for the document in Octopus before exporting it again.

To disable future automatic exports, select None under Accounting software and save the setting. Documents already in Octopus remain there.

Related documentation

• Connect accounting software
• Viewing and managing a sales invoice
• Check and manage a purchase invoice