Read before use
Note that you should not use this feature if your suppliers are paid via card / virtual card.
This feature is not included in Starters billing plans.
Suppliers and Spendesk users can forward their bills via email 💪
It will automatically create an invoice in a shared inbox in Spendesk. 📃
🔥 Do not add more than 10 invoices per email to make sure that the OCR can read all documents properly!
Forward an invoice via email: from a company user to the company
Send all the supplier invoices you need with your company's invoice forward email address (it should start with “bills+…). You can find your invoice email address on Spendesk in your Inbox section or in the side panel (when clicking on "submit a new invoice"). 📨 if you send multiple invoices at once, Spendesk will create 1 invoice per attachement.
Then, log into Spendesk and go into your inbox under the Requests tab. You will see a draft of your invoice request with information pre-filled by Marvin, our robot.
Check the invoice information and the analytics of your expense. Once you click on “submit” the invoice will disappear from your Inbox section and turn into a request into “Your requests” section.
Check the invoice information and the analytics of your expense before submitting.
Forward an invoice via email: from a supplier of your company to your company
Communicate your company's invoice forward email address to your suppliers so they can forward their invoices effortlessly.
You can find your invoice forward email address in Spendesk in your Inbox section or in the side panel (when clicking on "submit a new invoice").
⚙️ if you want the invoice to be assigned automatically to an employee in your company, the vendor should add them as CC in the email 💪. Please note that Spendesk will assign the invoice to the first person we detect as a Spendesk user: if the “from” is not a user, it will look in the people in copy to assign the invoice. 👀
⚙️ if you send multiple invoices at once, Spendesk will create 1 invoice per attachement.
Review all invoice drafts in your "Inbox" section. If the invoice hasn’t been assigned to anyone, it will appear in a shared inbox available to all controllers and the account owner.
Check the invoice information and the analytics of your expense. Once you click on “submit" the invoice will disappear from your "Inbox" section and turn into a request into the “Your requests” section.
⚠️ 'Requester' role is mandatory to submit an invoice from the inbox:
controllers without the requester role can delete or assign invoices only
Assignation can be done to users with the requester role only
Check the invoice information and the analytics of your expense.
New capabilities thanks to the new inbox 🎉
AO and controllers can:
assign invoices to employees (requesters only) so they can submit them for approval.
Assignation can be done by:
selecting a user
selecting a Purchase Order (if feature is available to customer). Then, the invoice will be assigned to the Purchase order owner (i.e the user that created the PO).
have visibility on assigned invoices waiting for employee submission.
reassign invoices waiting for employee submission.
An employee who is assigned an invoice by finance cannot delete the invoice but can send it back to finance team.
The invoice then appears in a 'disputed' status in the controllers' inbox.
What about duplicates?
We flag duplicate invoices in the inbox.
If an invoice is a duplicate and that you click on the invoice in the inbox, it opens on the right side of the screen with a 'duplicate' flag.
More information can be found here.