How to Email Receipts and Invoices to AutoEntry
Use the correct company mailbox for purchases, sales, supplier statements, or expense reports, then track extraction through Activity and Inbox.
Read this if…
Use this guide to design a new AutoEntry email workflow. If a sent document is missing or stuck, use the troubleshooting guide.
TL;DR
AutoEntry gives each company four email addresses. Choose the address for Purchases, Supplier Statements, Sales, or Expense Reports.
Attach the source document instead of sending a portal link. Keep the message below 30 MB and verify the current accepted file types.
Email delivery starts extraction. Review Activity, Inbox, Rejected, credits, and the accounting publication step separately.
In This Guide
- 1. Choose the correct AutoEntry mailbox
- 2. Prepare a processable email
- 3. Decide how multiple attachments should behave
- 4. Choose between email and other capture methods
- 5. Route proven email patterns with Expensent
- 6. Review extraction before publication
- 7. Sources checked
- 8. Related reading
- 9. Frequently asked questions
1. Choose the correct AutoEntry mailbox
Each AutoEntry company receives separate addresses for Purchases, Supplier Statements, Sales, and Expense Reports. Find them under Company Settings and Mailbox Settings. The company name influences the initial address, but the live value can be edited, so copy it from the account instead of guessing.
Folder choice changes how AutoEntry interprets the file. A supplier statement sent to Purchases can be rejected as the wrong document type. Bank statements cannot be submitted by email and belong in the bank statement upload workflow.
| AutoEntry mailbox | Use it for | Expected next step |
|---|---|---|
| Purchases | Supplier invoices and purchase documents | Extraction, review, then approval or publication |
| Supplier Statements | Supplier account statements | Statement extraction and reconciliation review |
| Sales | Sales invoices and sales credit notes | Extraction in the Sales folder |
| Expense Reports | Receipts and employee expense evidence | Expense review before moving approved items to Purchases |
2. Prepare a processable email
Attach the document or preserve the financial evidence in the email body. AutoEntry does not follow a link to a vendor portal or hosted file. The total email size must remain within 30 MB, and the company needs enough credits for extraction.
Current format guidance accepts PDF, TIFF or TIF, JPEG, Word, and Excel. It rejects PNG, compressed archives, CSV, EML, and password-protected PDFs. Convert image receipts to a clear PDF or JPEG rather than assuming every common image type will work.
The document needs a transaction date and total amount, and the layout must resemble a supported invoice, statement, or expense document. Clear horizontal text and an original PDF usually give the cleanest input.
3. Decide how multiple attachments should behave
AutoEntry can process several attachments from one email. Keep each invoice as a separate attachment when each file should become its own extracted document.
Mailbox Preferences also offers Process email attachment as single item. That setting is intended for an expense claim whose first page is the claim and later pages are supporting receipts. AutoEntry processes only the first page as the item and retains later pages as reference, so it is not a general way to merge unrelated invoices.
Test the company preference
Send one controlled multi-page example and inspect the result before allowing suppliers or forwarding rules to send large bundles.
4. Choose between email and other capture methods
Email is useful for invoices and receipts that already arrive in a mailbox. Suppliers can also send directly to the company address without receiving AutoEntry access. Web upload is better for local files and bank statements, while the mobile app handles photographed receipts.
File Management stores documents before extraction and lets a reviewer assign a type before spending credits. This is useful when a client uploads mixed material that should not all enter the extraction queue immediately.
5. Route proven email patterns with Expensent
Connect the inbox where supplier invoices and receipts arrive, save the exact AutoEntry destination, and forward one recent document for a controlled test. Confirm the expected company, folder, Activity state, and extracted record before creating a recurring rule.
Build rules from specific sender and subject patterns. Avoid overlapping Gmail, Outlook, and Expensent rules because duplicate sends can trigger AutoEntry duplicate detection and complicate the audit trail.
- 1Copy the target from AutoEntry Mailbox Settings.
- 2Forward one supported document from the connected inbox.
- 3Confirm the item in Activity and the expected folder.
- 4Review the extracted fields and downstream accounting destination.
- 5Approve a narrow rule only after the full handoff works.
6. Review extraction before publication
A document does not appear in Inbox immediately. It first moves through Uploaded Items and Processed Items in Activity. Ready means extraction finished, but the file can still land in Inbox, Rejected, or Archived depending on the result.
Check supplier, date, amount, tax, currency, line items, folder, and accounting coding before approval or publication. Expensent owns the source-email handoff; AutoEntry owns extraction, credits, duplicate handling, review, and publication.
7. Sources checked
These sources were used to verify product behavior, current terminology, and the boundaries between native workflows and Expensent.
9. Frequently asked questions
Can I email receipts and invoices to AutoEntry?
Yes. AutoEntry creates four company mailbox addresses for Purchases, Supplier Statements, Sales, and Expense Reports. Send each document to the address for the folder where it should be extracted and reviewed.
Where do I find the AutoEntry email addresses?
Open the company, choose Company Settings, and open Mailbox Settings. AutoEntry shows the four addresses there and lets an authorized user edit them.
Can suppliers email invoices directly to AutoEntry?
Yes. AutoEntry says suppliers and external users can send documents to a company mailbox without platform access. Use the Purchases address for purchase invoices and monitor the activity and rejected folders.
Can I email bank statements to AutoEntry?
No. AutoEntry explicitly excludes bank statements from email upload. Upload them through the bank statement workflow instead.
Which emailed files does AutoEntry accept?
Current upload guidance lists PDF, TIFF or TIF, JPEG, Word documents, and Excel workbooks. It lists PNG, ZIP, RAR, CSV, EML, folders, and password-protected PDFs as unsupported for extraction. PDF is the safest default for forwarded invoices.
What does Expensent add to AutoEntry?
Expensent finds receipt and invoice emails in a connected inbox, lets you review them, and routes approved patterns to the chosen AutoEntry mailbox. AutoEntry still performs extraction, folder placement, review, and accounting publication.
Build a controlled AutoEntry intake path
Find current and historical invoice emails, route approved patterns to the right company mailbox, and keep extraction review inside AutoEntry.
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