Suppliers and Spendesk users can forward invoices via email.
This feature allows invoices to be automatically created in Spendesk's shared inbox when forwarded by email.
Forward an invoice via email: from a company user to the company
To forward invoices, simply send them to your company's dedicated invoice email address (which begins with "bills+..."). You can find this address in the Inbox section of Spendesk or in the side panel when you click "submit a new invoice."
If you send multiple invoices at once, Spendesk will create one invoice per attachment.
Once the email is received, log into Spendesk and navigate to the Requests tab in your Inbox. Here, you will see a draft invoice request with pre-filled information from Marvin, our AI assistant.
Review the invoice details and the analytics related to your expense. When you click “submit,” the invoice will disappear from your Inbox and move to the “Your Requests” section.
Forward an invoice via email: from a supplier to your company
Share your company’s invoice forwarding email address with your suppliers so they can easily send their invoices.
You can find this address in Spendesk in the Inbox section or in the side panel when clicking "submit a new invoice."
If you want an invoice to be automatically assigned to an employee, the supplier should add them as a CC in the email. Please note that Spendesk will assign the invoice to the first detected Spendesk user. If the "from" address isn't a recognized user, we will look for the user in the CC field.
If multiple invoices are sent in one email, Spendesk will create one invoice per attachment.
Review all draft invoices in the Inbox section.
If an invoice hasn’t been assigned, it will appear in the shared inbox, accessible to all controllers and the account owner.
Check the invoice details and expense analytics. Once you click "submit," the invoice will move from your Inbox to the “Your Requests” section.
Invoice submission roles
To submit an invoice from the Inbox, the user must have the Requester role.
Controllers without the Requester role can only delete or assign invoices.
Only users with the Requester role can assign invoices.
New features in the Inbox
Account Owners (AOs) and controllers can:
Assign invoices to requesters (employees) for approval.
Assign invoices by:
Selecting a user.
Selecting a Purchase Order (PO) if this feature is enabled. In this case, the invoice will be assigned to the PO owner (i.e., the user who created the PO).
View assigned invoices waiting for submission by employees.
Reassign invoices awaiting submission.
Employees assigned an invoice by finance cannot delete it, but they can return it to the finance team. The invoice will then appear as "disputed" in the controllers' inbox.
What about duplicate invoices?
Duplicate invoices are flagged in the Inbox. If an invoice is flagged as a duplicate, clicking on it will show a 'duplicate' flag on the right side of the screen.
For more details, refer to our help center here.
FAQ
Q: Can I forward invoices from multiple suppliers in one email?
A: Yes, but Spendesk will create one invoice per attachment, so ensure each document is a separate file.
Q: How can I assign an invoice to a specific user?
A: You can assign invoices by selecting the appropriate user or linking it to a Purchase Order (if available).
Q: What happens if I send more than 10 invoices in a single email?
A: If you send more than 10 invoices in one email, the OCR system might struggle to process all the documents properly, potentially leading to errors.
Q: What if my suppliers are paid via card or virtual card?
A: Note that this feature should not be used if your suppliers are paid via card or virtual card.
Q: Is this feature available on all plans?
A: This feature is not available on the Starters billing plan.