When you forward documents to your ApprovalMax Capture email address, the system automatically validates and processes each attachment to create new Bill requests.
What happens if an email has no attachments?
If an email is sent to the ApprovalMax Capture inbox without any files attached, ApprovalMax cannot create a request.
The sender receives a failure notification stating:
What happens if an email contains multiple attachments?
When an email includes multiple attachments (e.g. an invoice, terms and conditions, and a vendor form), each attachment is treated independently.
ApprovalMax creates a separate draft/request for every valid file attached, regardless of whether it’s an invoice or not.
For non-invoice documents (such as vendor forms or Terms and Conditions), a request is still created, but ApprovalMax Capture won’t extract any data — the request will appear with empty fields:
If you need more control over how your email attachments are processed, you can use email tags; however, combining multiple attachments into a single request via email is not currently supported.
File validation rules
Before creating a request, ApprovalMax checks:
Allowed file types
For NetSuite-connected Organisations, the following formats are accepted:
.PDF, .JPG, .JPEG, .PNG, .BMP, .TIF, .TIFF
File size limit: 20 MB per file
If the attachment passes validation: a separate request is created.
If the attachment fails validation: no request is created.
How ApprovalMax Capture handles recognition
After validation, ApprovalMax Capture sends the file for OCR recognition.
Files sent for recognition are:
PDFs
Image formats (.JPG, .PNG, .BMP, .TIF, etc.)
If a file is not recognised (because it is not a PDF or image):
If the file is valid, a request is still created but because recognition is skipped, it remains in Drafts and is only visible to the email submitter.