📌 What It Does
SprintScan securely processes supplier invoices sent via email, automatically matching them to your Purchase Orders for fast, accurate reconciliation.
Key Information
Setup options:
Direct Email – Give suppliers your SprintScan email directly.
Email Redirect (Recommended) – Forward invoices from your accounts address to your SprintScan email. This prevents supplier disruptions if your SprintScan email changes or there are system updates.
Supported file type: PDF.
Maximum file size: 20 MB per document.
Security: All data is encrypted in transit and stored securely in Australia.
Rossum retirement:
14-day grace period from 8 August 2025.
During grace period: Rossum emails will still be processed.
After grace period: Emails sent to Rossum will bounce back to the sender.
✅ How to Set It Up
Go to Settings in SprintSuite.
Click on the Integrations tab.
Under SprintScan, add the email prefix you want to use to receive supplier bills.
Choose your setup method:
Direct Email – Provide your SprintScan email to suppliers.
Email Redirect (Recommended) – Forward invoices from your accounts address to your SprintScan email.
Note: The SprintScan email is the same for all billable companies in your portal, even if you have multiple billable companies.
🔄 Recommended Setup (Optional)
You can either:
Option 1 – Simple Setup:
Use the SprintScan email directly by giving it to your suppliers. All bills sent to this address will be matched to Purchase Orders automatically-regardless of how many billable companies you have.
Option 2 – Redirect Setup: (Recommended)
Go to the billable company's profile.
Turn on the "Purchase Order Email Address" option.
The email entered in the "Account Email" field on the billable company’s details page, and will also appear on the Purchase Order PDF.
Set up email redirection rules in your email system to forward incoming supplier bills to the SprintScan email.
5. See below for instructions on setting up the redirect email.
1. Identify the email account you want to forward from
Log into the account where you receive the emails.
2. Find the forwarding/redirect settings
In Outlook/Microsoft 365: Settings (⚙) → Mail → Forwarding → Add the address you want to forward to.
In Gmail: Settings (⚙) → See all settings → Forwarding and POP/IMAP → Add a forwarding address.
In Apple Mail/iCloud: Preferences → Rules → Add a rule to forward to another address.
In cPanel or web hosting email: Go to Email Accounts → Forwarders → Add new forwarder.
3. Choose redirect or copy
Redirect sends the email straight to the new address and doesn’t keep it in the original inbox.
Forward (with a copy) sends a copy to the new address but keeps the original.
4. Save and confirm
Some systems will send a confirmation email to the forwarding address — you’ll need to click that to activate.
SprintScan Terms & Conditions & FAQ
1. General
SprintScan is a document processing service within SprintSuite designed to securely receive, store, and process supplier invoices and related documents. By using SprintScan, you agree to these Terms & Conditions.
2. Security & Data Protection
All documents are transmitted over TLS 1.2 or higher encryption.
Files are stored securely in our SprintSuite Cloud, hosted in Australia, and compliant with Australian Privacy Principles (APPs).
Access to documents is restricted to authorised users within your SprintSuite account.
We perform regular backups and implement strict access controls to protect your data.
3. File Storage
Uploaded documents are retained for the duration of your SprintSuite subscription or as required by applicable laws.
You are responsible for downloading and archiving documents if you cancel your subscription.
Archived or deleted documents cannot be recovered after the retention period ends.
4. Supported File Type
SprintScan accepts PDF files only. Other file formats may be rejected or require conversion before processing.
5. File Size Limits
Maximum file size per document: 20 MB.
Files larger than the limit may fail to upload or forward.
6. Usage Guidelines
Ensure documents are legible and not password-protected.
Only send invoices, purchase orders, and related financial documents.
Do not upload files containing sensitive personal information unrelated to your business transactions.
7. Email Forwarding
If using email forwarding, you are responsible for setting up and maintaining the correct forwarding rules.
SprintScan is not liable for missed documents caused by incorrect forwarding settings or supplier errors.
8. Service Availability
SprintScan aims for 99.9% uptime, excluding planned maintenance and circumstances beyond our control (e.g., internet outages, third-party provider issues).
Planned maintenance windows will be communicated in advance.
9. Service Changes
The Rossum integration will be fully retired after a 14-day grace period starting from 8 August 2025.
During the grace period, invoices sent to the old Rossum email will still be processed.
After the grace period ends, any invoices sent to the retired Rossum email address will bounce back to the sender.
Suppliers must update their records to use your new SprintScan email address to ensure invoices are received and processed.
10. Limitations of Liability
SprintScan is provided “as is” without warranties beyond what is required by law.
We are not responsible for losses arising from document errors, delays, or processing failures caused by factors outside our control.
11. Changes to These Terms
We may update these Terms & Conditions from time to time. Any changes will be posted in the SprintSuite help centre. Continued use of SprintScan constitutes acceptance of the updated terms.
FAQ
Q: Is my data secure?
Yes — we use bank-grade encryption during transmission and secure Australian-based cloud storage.
Q: What happens if a file is too big?
If your file exceeds 20 MB, you’ll need to compress it or split it before sending.
Q: Can I store documents indefinitely?
Documents are stored while your subscription is active and as required by law. You can download them at any time.
Q: Do you back up my files?
Yes — we maintain daily backups for redundancy and disaster recovery.
Q: What happens if a supplier still sends invoices to the old Rossum email?
The Rossum integration will be retired after a 14-day grace period starting from 8 August 2025.
During the grace period: Invoices sent to the old Rossum email will still be processed.
After the grace period: Any invoices sent to the old Rossum email will bounce back to the sender. Suppliers will need to resend their invoices to your SprintScan email address for processing.
Q: What are my options for setting up SprintScan?
You can either:
Use the SprintScan email directly — Provide the generated SprintScan email address to your suppliers so they send invoices directly into the system.
Set up an email redirect (recommended) — Forward invoices from your existing accounts email to your SprintScan email.
We recommend Option 2 so you avoid disruptions for suppliers if your SprintScan email changes or if there are any system updates. This way, your suppliers continue sending invoices to your regular address without interruption.
💰 SprintScan Pricing
Please check out our pricing plans to ensure SprintScan is included in your subscription. Click here to select a plan and activate SprintScan.
