If you have an existing AP mailbox where suppliers send invoices, you can forward the invoices to ProcureDesk, and we will automatically add the invoices for you.
Prerequisites
Access to the email account and ProcureDesk with admin permissions.
Step-by-Step Instructions
Step 1: Identify Your Invoice Mailbox
Ensure you have a mailbox set up solely for receiving invoices, e.g. [email protected].
Step 2: Set Up Auto-Forwarding
Set up auto-forwarding of emails from your current mailbox to [email protected].
Step 3: Find Auto-Forwarding Instructions
If you are unsure how to set up auto-forwarding, search online for instructions. For example, search "auto-forwarding Outlook".
Step 4: Confirm Auto-Forwarding (if necessary)
If your auto-forwarding setup requires confirmation from ProcureDesk, email your ProcureDesk Account Manager for assistance.
Step 5: Configure ProcureDesk Email Settings
Log in to ProcureDesk as an Admin.
Navigate to General Settings > Configuration > Company Settings > Email.
Add your AP email ID under "Invoices From Email".
Step 6: Review Invoice Processing
Once set up, every time a new invoice arrives, ProcureDesk will automatically create a new invoice with the document.
The invoice will be in Draft status so that you can review and enter any missing information before submitting it.
FAQs
Can I add multiple email addresses under "Invoices From Email"?
Yes, you can add multiple email addresses to ensure all invoices are forwarded to ProcureDesk. You can do it by clicking on "Add Additional Email".
How do I handle invoices that are not automatically indexed?
Check the forwarded emails and ensure they meet the format requirements. Here is how you can manage the invoice format requirements.
If issues persist, contact ProcureDesk support.You can also manually upload an invoice on ProcureDesk. Go to the Invoices section > +New Invoice > Select the invoice document from your system, and check the box to extract data from the invoice.