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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.

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 the integration does not do

It touches neither your sales invoices, nor your accounting entries, nor the rest of your Pennylane. And it never modifies your mailbox: no sending, no replying, no deleting.

How to set it up

Step 1: Create your Sanso account

Go to app.sanso.ai, create your account, then fill in your name and your company name.

Step 2: Connect your mailbox

Click Connect Gmail. Google shows its consent screen: pick the mailbox your invoices arrive in and approve.

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 to activate the 7-day free trial. Without this step, collection does not start: no invoice is processed until the subscription is active.

Step 4: Choose Pennylane as the invoice destination

In the list of tools, select Pennylane, then Connect with Pennylane. You are redirected to Pennylane: sign in, select the company concerned, and authorise access.

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 card shows Pennylane connected and the name of your Pennylane company. That's it: there is nothing else to configure, and nothing left to do afterwards.

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

From the dashboard, + Add lets you connect another mailbox: management, accounting, a team member. They all feed the same Pennylane company.

Let's talk about your setup

Fifteen minutes with the Sanso team to get your setup right and help you go further.

Book a call

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.

Free yourself from finance admin

Book a call

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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