How to Email Receipts to Shoeboxed

Shoeboxed creates a personal intake address for each account. Its current help center says the address is formed from the username and an auto-generated PIN. Any receipt sent to that address is automatically added to the matching Shoeboxed account.

Open Account settings and copy the current value instead of reconstructing it from memory. Shoeboxed also lets the account owner change both the username and PIN, so an address saved in an old contact, scanner, supplier profile, or forwarding rule can become stale after a change.

Shoeboxed currently lists JPG, JPEG, PNG, GIF, and TIFF for emailed image attachments and embedded images. The same article says PDF files are not subject to the restriction it documents for small images in this email path.

The two support boundaries are different. Expensent currently treats PDF, JPG, and PNG as forwardable attachments and enforces a 3 MB limit per attachment. A GIF, TIFF, or larger file may fit Shoeboxed's own email guidance but still requires another documented Shoeboxed capture path instead of the current Expensent attachment route.

For the supported image formats, files below 10 KB bounce and generate a notification naming the file. Shoeboxed says these are commonly small logos, signatures, or other embedded email graphics. A bounce for a decorative image does not necessarily mean the actual PDF receipt failed, so read the notification before resending the whole message.

Use a clear source that contains the full vendor name, transaction date, total, and tax details needed for your records. Preserve the original email and attachment until the dashboard entry has been reviewed.

Email forwarding fits digital receipts already delivered to a mailbox. Gmail Receipt Sync is a separate connected-inbox path that vets new mail and labels selected messages Sent to Shoeboxed. Shoeboxed also documents that the sync is not retroactive, so it does not collect receipts received before the connection was made.

Web upload accepts local GIF, JPG, PDF, and PNG files through drag-and-drop. The mobile app handles receipt images from a phone. Shoeboxed also offers its Magic Envelope service for paper backlogs, while each plan and physical-processing option can have its own current commercial terms.

Shoeboxed describes a workflow that combines OCR with human verification of extracted fields. The processed record appears in the cloud dashboard, where the source image and data can be organized and used for reporting.

The company also states that extracted document data is editable. If the vendor, date, total, payment type, card details, or category is wrong, open the document, correct the editable fields, and save. Human verification reduces data-entry work but does not remove the account owner's responsibility to check the record.

Shoeboxed can create expense reports and export selected receipts from the main receipt view to PDF, CSV, or QuickBooks Online. The current export article says PDF exports must contain fewer than 450 receipts because a larger file is too big to generate.

Choose filters and a review period before exporting. A receipt captured in Shoeboxed is not proof that the accounting category, client allocation, tax treatment, reimbursement, or QuickBooks record is complete. Review the data and the intended downstream system first.

Connect the mailbox where digital receipts arrive. Expensent supports Gmail, Outlook, Yahoo, iCloud, Fastmail, and other compatible IMAP inboxes. Copy the current personal Shoeboxed address and send one representative receipt, then confirm that the record appears in the correct dashboard and reflects the original evidence.

Expensent sends from the connected mailbox, but it creates a new message with an Expensent subject and summary body. Attachment-based evidence is added as selected files, while a body-only receipt is placed below the summary. Expensent does not preserve the original email unchanged. Test that exact envelope because Shoeboxed controls how the delivered message and evidence are processed.

For recurring receipts, approve a narrow sender and subject pattern only after the test. Expensent can also find historical receipt emails that predate Gmail Receipt Sync. Expensent owns source discovery, review, catch-up, and delivery; Shoeboxed owns extraction, verification, organization, reports, and exports.

Shoeboxed is the document-capture and organization layer in this workflow. Keep the original inbox evidence until the processed record has been checked and the relevant report or accounting export has finished.

Use the source email, Shoeboxed record, and downstream accounting entry as three separate checkpoints. This makes it easier to find whether a missing or incorrect value came from source selection, document extraction, or the final accounting handoff.