You can email invoices and receipts for automatic processing. Our Document Scanner will extract the relevant details from the document using text recognition, and you can then create an expense claim, invoice or cash report in just a few steps.
Depending on your organisation’s setup, there may be different email address available for this:
A personal email address, with your name before the @ symbol. If it has been enabled, you’ll see this email address in the web app on the My Expenses page, inside the Document Scanner area. (Administrators: find details here.)
Addresses for Document Scanner email templates. These templates contain default values for specific fields. Expenses created when you send documents to one of these email addresses automatically contain those values.
(Administrators: find details here.)
Inbox users
In the web app, click Add Documents at the top of the page to see the email addresses available to you (under Send through email.)
To submit a document by email:
Send documents to the required email address for processing. We'll look for invoices in the attachments as well as the body of the email.
After emailing the document, go to your My Expenses page to check on its progress.
When we've finished processing the document, you will find it under your expenses (on the My Expenses page) as a Bill.
Inbox users
Documents submitted by email no longer create a Bill – they just land as a Financial Document in your inbox. You can now click a document and create any type of expense as required. For more details, see the following: Creating expenses from existing documents
Inbox users are therefore free to ignore what follows below!
Please note:
Any documents submitted for scanning is created as a Bill by default.
You can change it from a Bill to another type of expense if necessary – please see below.
Currently, you cannot submit a document and then associate it with an existing expense report. Instead, you should go to that expense and upload it there.
To change a Bill to another type of expense, do the following:
Click the expense to open it.
Click Edit.
Under Details, go to Payment method.
Change the payment method. For example:
- select Own Funds (or a personal payment method) to make it an Expense Claim
- select Expend Card Cash to make it a Cash Report
- select a company bank account or card to make it a Company ExpenseMake any other changes that are necessary, and then click Save.