When you create a company in AutoEntry, you're given four email addresses - one each for the:
Purchases folder
Supplier Statements folder
Sales folder
Expense Reports folder
The four email addresses are based on the company name entered, but you can amend them if you want.
📌TIP: These email addresses allow suppliers or external users to send invoices directly without needing access to the AutoEntry platform.
📎NOTE: You can't upload Bank Statements via email.
Upload email addresses settings
You can access and update your email address from the Mailbox settings under your Company Settings.
From your company homepage, click Company Settings.
Click Mailbox Settings.
Here you see the email address for each corresponding folder.
📌TIP: Click Copy to copy the address and paste into an email later on.
Edit upload email address
If you need to change an email address that you use to upload documents via email:
Go to your Mailbox Settings.
Edit the relevant email address.
Click Save Changes.
When you email documents to that email address, the system will extract them automatically and move them to the associated folder.
Processing Email Attachments as Single Items
You can turn on the feature to process separate email attachments as a single item.
Go to the Company Settings.
Scroll down to the Mailbox Preferences section.
Select "Process email attachment as single item".
When you enable this feature, AutoEntry won't assess the attached files in the email and only processes the first page of that file. Any additional pages will show as reference only.
📌TIP: This is a useful feature for submitting an expense-style invoice where the claim is on the first page in the file. The subsequent pages are the multiple receipts that make up the claim.
AutoEntry won't process these receipts but will keep them as a reference to the claim.
Best practices
Folders and File format
Make sure you send documents to the correct email address and folders.
The data extraction format will differ depending on the folder.
📎NOTE: If you send incorrect document types such as statements to the purchase email address, they’ll appear as Rejected with a comment “not an invoice.”
Regularly monitor the Rejected tab for any incorrectly submitted files. By following these practices, you’ll reduce errors.
Links
Don't send links to a file or page as AutoEntry won't be able to extract data via links. Make sure to include the data in the body of the email, or attach the file directly to the email.
Size limit
There's a 30MB limit for the total size of the email when using the email feature. There's no limit to the number of files attached as long as they don't reach the 30MB limit combined.
Credit balance
Make sure you have enough credits before you send documents.
Uploaded documents will bounce if you don't have enough credits to process them.
Documents with signature
We recommend that you forward documents without a signature or ensure that the images are less than 20KB.