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Connect Sanso to Pennylane

Sanso Email AutoCapture picks up the purchase invoices that land in your inbox and sends them to Pennylane, pre-filled and without duplicates. Here is how to set it up.

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New to Email AutoCapture? See how the Pennylane integration works.

Before you start

  • A Gmail or Google Workspace mailbox, the one your purchase invoices arrive in. That is where Sanso reads them. (Outlook support is coming soon.)
  • A Pennylane account on the company you want to connect, with one of the roles allowed to connect a third-party application: Owner / Admin, Supplier invoicing manager, Invoicing manager or In-house accountant.

Allow about three minutes, once. Nothing to install, no software to download, and nothing for your accounting firm to do.

What the integration does

Once connected, it runs on its own, 24/7.

  1. Real-time detection. As soon as an email arrives, Sanso opens it and analyses each attachment separately: PDF, image, photo or scan.
  2. Sorting. Sanso tells a genuine purchase invoice apart from a quote, a proforma, a purchase order, a contract or a payment reminder. Only purchase invoices go through; the rest is ignored.
  3. Reading. Sanso's OCR extracts the supplier, invoice number, date, due date, net amount, VAT, gross amount and currency.
  4. Duplicate checking. Sanso recognises an invoice it has already processed, whether it is the same file re-sent or the same invoice arriving through another channel, and does not import it twice.
  5. Push to Pennylane. Sanso attaches the PDF, matches the supplier against your Pennylane supplier list or creates it if missing, then imports the pre-filled invoice.
  6. Validation. Every invoice lands in your Pennylane inbox, awaiting validation, never straight into the ledger. You, or your accountant, keep control of the final entry.
  7. Tracking. In Sanso, each invoice shows its status: identified, sent to Pennylane, or discarded as a duplicate.

What stays as it is

Your sales invoices, your accounting entries and the rest of your Pennylane stay exactly as they are. So does your mailbox: Sanso reads it, and that's all.

How to set it up

Step 1: Create your Sanso account

Create your account on app.sanso.ai, then fill in your name and your company name.

7-day free trial

Cancel anytime. Setup takes about three minutes.

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Step 2: Connect your mailbox

In Sanso, click Connect with Google.

Sanso Gmail connection screen with the Connect with Google button

Google then shows its consent screen. Check that the address shown is the one your invoices arrive in, then click Allow. Sanso only asks for read access to your emails.

Google consent screen: Sanso AI asks to view your email messages

Access stays revocable at any time, from your Sanso account as well as from your Google account permissions.

Step 3: Start your trial

Choose your plan and enter your card details to activate the 7-day free trial. Collection starts as soon as the trial is active.

Polar checkout page for the Sanso 7-day free trial, with the card details form

Step 4: Choose Pennylane as the invoice destination

On the Where should invoices go? screen, select Pennylane from the list of tools.

Sanso screen for choosing where invoices go, including Pennylane

Then click Connect with Pennylane.

Sanso screen with the Connect with Pennylane button

You are redirected to Pennylane, whose screen is in French. Sign in, select the company to feed in the Entreprise (Company) field, then click Autoriser (Authorise). Sanso only gets access to documents, supplier invoices and suppliers.

Pennylane authorisation screen with the company selection

Several companies or several Pennylane accounts to feed? That is possible, and we set it up with you: book a call or email us at support@sanso.ai.

Step 5: Check

Back in Sanso, the Pennylane connected screen shows the name of your Pennylane company. Click Continue: that's it, there is nothing else to configure.

Sanso screen confirming the Pennylane company is connected

Good to know: Sanso processes invoices received from the connection onwards. Emails already sitting in the mailbox are not imported. To see the integration at work right away, forward yourself a recent purchase invoice.

Adding more mailboxes

Your dashboard brings together your connected mailboxes, your finance tool and the latest detected invoices. The + Add button in Your Mailboxes lets you connect another mailbox: management, accounting, a team member. They all feed the same Pennylane company.

Sanso dashboard with the connected mailbox, Pennylane connected and recent invoices

Need categorisation or a multi-account setup?

Analytical categorisation of your purchase documents against your own chart of accounts, several companies or several Pennylane accounts to feed: these setups are put in place with our team.

Need help?

A question, an invoice that did not arrive: email us at support@sanso.ai. We reply within 12 hours.

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Frequently asked questions

What access does Sanso request to my mailbox?
Read-only access: reading your emails and their attachments, nothing else. Sanso never sends an email, never replies, never deletes anything, and stores no password.
What access does Sanso request to Pennylane?
Exactly three permissions, and only those: supplier invoices, suppliers and file attachments. Sanso neither sees nor touches the rest of your Pennylane.
Does Sanso process emails I already received?
No. Sanso processes invoices received from the moment the mailbox is connected. Past emails are not imported. To see the integration at work straight away, forward yourself a recent purchase invoice.
Can I connect several mailboxes?
Yes, as many as you like: management, accounting, team members. They all feed the same Pennylane company. Sanso billing is per connected mailbox.
What if I have several Pennylane companies?
That is possible, but we set it up with you: let's book a call to talk it through, or email support@sanso.ai describing your structure.
How long does it take between the email and Pennylane?
A few seconds to a few minutes. Processing is triggered by the email arriving, 24/7, including nights and weekends.
What happens if the same invoice arrives twice?
Sanso recognises it and does not import it a second time, whether it is the same file re-sent, or the same invoice arriving through another channel (a clean original on one side, a forwarded scan on the other).
An invoice did not reach Pennylane, what should I check?
Three things: that the email was received after the mailbox was connected, that the attachment really is a purchase invoice (quotes and purchase orders are filtered out on purpose), and that your Sanso subscription is active. If all three are fine, email support@sanso.ai with the subject line of the email in question.
What if the VAT is not readable on the invoice?
Sanso imports the invoice without a VAT breakdown rather than with an invented rate. You complete the amount when you validate it in Pennylane.
The supplier does not exist yet in my Pennylane.
Sanso first matches it against your existing supplier list (by SIREN, then by name) and only creates it if it is missing, with its SIREN when the invoice states one.
Is my data secure?
Yes. Read-only OAuth 2.0 connections, revocable at any time, no password shared or stored, encryption and hosting inside the European Union, GDPR compliance and Google CASA Tier 2 certification.
How do I disconnect Sanso?
In Sanso, use the "Disconnect" button on the relevant card, for the mailbox as well as for Pennylane. Access also stays revocable on their side: from your Google account permissions, and from Pennylane's Connectivity module.
Is there anything for my accountant to do?
No, nothing to install or configure on the firm's side. They simply find the receipts in Pennylane as they come in, rather than at month end.

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