Overview

Not every customer accepts invoices by email — some public authorities and older contracts require paper. Kyvento can therefore have your invoices printed and delivered by post, without you stuffing envelopes. It is paid from a credit balance you top up in advance. This article explains how to set up postal dispatch, what it costs, and how to make sure you do not run out of credit mid-month.

How postal dispatch works

Kyvento turns your invoice into a print-ready PDF and hands it to a print and mailing provider, who prints it, puts it in an envelope and passes it to the postal service. You can see the status of every item — from “handed over” to “delivered” — on the invoice itself.

Topping up your credit

1. Open Account → Postal dispatch.
2. Under “Top up credit”, choose an amount and confirm the purchase.
3. The purchase is charged immediately to your stored payment method. You receive a separate Kyvento invoice for it — independent of your subscription invoice.

Credit does not expire. It stays available until you use it up.

Automatic top-up

So that a dispatch never fails on an empty balance, you can switch on automatic top-up: you set a threshold and a top-up amount, and as soon as the balance falls below the threshold, Kyvento tops it up on its own. This is the recommended setting if you send post regularly.

Sending an invoice by post

1. Open the invoice and choose “Send”.
2. Select “Post” as the channel.
3. Kyvento shows you the expected cost and your remaining credit before you confirm.

The channel is chosen per dispatch. The customer record does hold a preferred delivery method, but so far it serves documentation only — it does not preselect anything at dispatch time. So if you regularly send paper to the same recipients, you pick “Post” each time.

Making sure the letter arrives

Before dispatch, Kyvento checks the address against the requirements of the address window. Two things are the most common stumbling blocks in practice:

• Lines that are too long — company name and address suffix have to fit into the window. Kyvento tells you when a line overflows.
• Missing mandatory details — without street, postcode and city nothing can be delivered.

Flagged addresses are listed together in the customer list, so you can fix them in one go instead of being held up at every single dispatch.

Cost and accounting

Every item is deducted from your credit at its actual price, depending on page count and delivery type. You can see the history under Account → Postal dispatch: every top-up, every dispatch, every deduction. If a delivery fails and is cancelled, the amount returns to your credit.

Next steps

• Check your invoice template against the address window — see “Customizing invoice design”
• For electronic recipients: “E-invoicing: XRechnung and ZUGFeRD”