Smart Inbox Routing gives multi-entity organisations one central forwarding address for the whole organisation. When an invoice or credit note arrives, Spendesk reads the document and works out which entity it belongs to, directing it to the right inbox automatically before any approval or processing begins.

Make sure that:

With Smart Invoice Routing, you can use one organisation-level address for invoices across all entities.

Invoices routed by Smart Invoice Routing are visually marked in the entity-level Inbox, so you can see that the invoice was assigned automatically.

Please note: Your existing entity-specific invoice addresses continue to work. You can use them alongside the organisation-level address if you prefer.

Your forwarding address includes a string of numbers by default. If you'd prefer something easier to share like bills+your-company@spendesk.com, you can set a custom alias in your Smart Invoice Routing settings (Multi-entity hub → Settings → Smart Invoice Routing). Your original address will continue to work alongside it.

If AI can't confidently match an invoice to an entity, it goes to your default entities inbox for review. By default, we’ve made it the first entity you registered in Spendesk. You can change it to any entity in your Smart Invoice Routing settings, at any time.

If an invoice is sent to the wrong entity, or arrives in the default entity because Spendesk could not identify a confident match, an Account Owner or Controller can move it to another eligible entity.

The invoice leaves the current entity’s Inbox and moves to the selected entity. You can only select entities that you have permission to access.
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Spendesk does not guess when the invoice does not contain enough reliable information. Instead, it sends the invoice to the configured default entity and warning callout shows.

This can happen when:

You can then review the invoice and use More actions > Reroute entity when manual rerouting is available.
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Smart Invoice Routing applies to supplier invoices forwarded by email to the organisation-level address. It does not apply to:

E-invoices and forwarded invoices may appear in the same Spendesk Inbox, but they arrive through separate channels. Smart Invoice Routing only applies to forwarded invoices sent to the organisation-level email address (more information below in the FAQ).

However, French entities with this feature enabled can use it for Invoices not subject to E-invoicing, for example international invoices.
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Account Owners and Controllers can select and reroute invoices to any entity within the organisation, even if they do not have direct access to that entity’s inbox.

These actions can only be carried out by the Account Owner in the Multi-Entity hub.

It doesn’t work for French e-invoices because they arrive through a different channel from forwarded PDF invoices.

Smart Invoice Routing only applies to invoices sent by email to the shared organisation-level forwarding address. It reads the invoice and decides which entity it belongs to. Where e-invoicing applies, that process takes precedence; Smart Invoice Routing can still help with invoices from international suppliers sent by email.

How French E-invoices work:

So the limitation is not related to the invoice being in French. It is because e-invoices are already addressed to a specific legal entity and come through the e-invoicing network, rather than through email. The FRD therefore keeps them outside the scope of Smart Invoice Routing.

However, French entities with Smart Invoice Routing enabled can use it for Invoices not subject to E-invoicing, for example international invoices.

Yes - Spendesk supports German XRechnung and ZUGFeRD invoices being submitted by email.

No. Belgian Peppol e-invoices arrive directly in the Spendesk Shared Inbox through the Peppol network. They follow the dedicated e-invoice workflow, with structured invoice data pre-filled automatically.

Smart Invoice Routing applies to supplier invoices forwarded by email to the shared organisation-level forwarding address.

However, Belgian entities with Smart Invoice Routing enabled can use it for Invoices not subject to E-invoicing, for example international invoices.

The system analyses invoice data such as the buyer’s legal name, address, contact name, and VAT or company registration number, then compares these signals with the organisation’s eligible entities. When the match is sufficiently confident, the invoice is automatically routed to that entity’s inbox. If the information is missing, ambiguous, or unavailable, it is sent to the configured default entity instead of the system guessing.

Yes. The existing entity-specific addresses remain available. You can use them alongside the organisation-level forwarding address.
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Only active entities with Invoice Inbox enabled are considered as possible destinations. Entities without Invoice Inbox enabled are excluded from the routing process.
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No. The feature addresses invoice intake only. Once the invoice reaches the correct entity Inbox, your existing review, approval, payment and bookkeeping workflows continue as usual.

Go to: Multi-Entity hub → Settings → Smart Invoice Routing → Default entity

Yes, Account Owners can change the default entity (where invoices and credit notes go when AI can't confidently match them): Go to Multi-entity hub → Settings → Smart Invoice Routing → Default entity and select the entity you'd like to use.

Please note, your existing entity-specific addresses still work. You can use them alongside the new organisation address if you prefer.
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An Account Owner or Controller can open the received invoice and select More actions > Reroute entity to move it to another eligible entity.
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No. When using the organisation-level forwarding address, suppliers can send invoices to one central address without choosing an entity-specific address.
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Only users with the appropriate entity-level inbox permissions, namely Controllers, Account Owners, and, where applicable, Admins, can reroute invoices to shared inboxes. The destination entity must also be one they have permission to access.

Yes. Smart Invoice Routing keeps a complete audit trail showing when an invoice was manually rerouted, who rerouted it, and which entity it was moved to under ‘History’ in the invoice inbox. For troubleshooting, internal teams can also view the LLM’s confidence score and reasoning in the Omni dashboard, including issues such as unclear VAT numbers or addresses.