Capture via email

Capture via email

Streamline your invoice processing by receiving files via a dedicated ApprovalMax email address and submitting them for automated data recognition (OCR).

This setting is relevant for:
  • Xero: Bills, Purchase Orders, Credit Notes and Sales Invoices
  • QuickBooks Online: Bills and Expenses
  • NetSuite: Vendor Bills

You can share a unique ApprovalMax email address with your Suppliers and have them send their invoices there for OCR processing.

Or, if your organisation already uses a generic email address like bills@organisation.com, you can easily set up a forwarding rule to automatically route all messages to your ApprovalMax email address for OCR processing.

This is how you set up submitting files to ApprovalMax Capture via email
  1. Find your Organisation in the main menu and go to Approval workflows under Workflows and settings:
           
  1. Open the respective workflow:
        

  1. In the Receive by Email section, click on CHOOSE A SUBMITTER:
           
        

NotesPlease note: The Submitter will be the author of such requests and has control over them in the Captured By Me list. They can view, edit and submit requests received by email for approval.

  1. Then configure the receiving of emails and the default status for requests via the SETUP button:
        
  1. Alternatively, to start the setup, you can also click on the Gear icon:
     

  1. Either approach will direct you to the Capture section of the workflow settings:
          
  1. Navigate to the Capture via Email setting and set up an email address to receive files from Suppliers and automatically create requests from them:
         


  1. Decide on the default status for requests captured by email that aligns best with your Organisation's needs and preferred creation process:


    1. Draft: requests created from emails will automatically be saved as drafts, allowing the Requester to review and edit them before they're sent for approval. If this is the default value, such requests will remain in the Draft status until the Submitter submits them for approval.

    2. On Review: requests will be sent for review and approval automatically once created from an incoming email.
Please note: If one of the mandatory fields is not recognised, requests will be saved as a draft even if the On Review setting is activated.
Please note: Each email address you want to use for this purpose must be unique within the ApprovalMax environment.
  1. Apply your settings by clicking on SAVE CHANGES in the upper right-hand corner of the Workflow Settings window and update/activate the workflow.

    • Related Articles

    • How to submit files to ApprovalMax Capture via email

      Provide your Suppliers/Vendors with the ApprovalMax email address you specified in the Bill workflow settings for submitting files via ApprovalMax Capture. Or, if you're already receiving invoices to your organisation's email address, forward those ...

    • How can I try ApprovalMax Capture?

      Choose the option that suits your needs best and start exploring ApprovalMax Capture: Live Organisation trial: Start a risk-free All Features trial and experience ApprovalMax Capture in your live Organisation. New Organisation trial: Create a new ...

    • How to approve Xero Bills pulled from OCR solutions

      ApprovalMax makes it simple to approve Bills imported from various OCR solutions. Once invoices have been pushed from your OCR solution to Xero, they can be approved in ApprovalMax. You can implement multi-step approval workflows based on specific ...

    • How can I purchase the add-on ApprovalMax Capture?

      ApprovalMax Capture is now available for purchase worldwide. Stripe-billed and 2Checkout subscriptions are supported. This is how you purchase ApprovalMax Capture: Go to Billing & Subscriptions under your avatar: If you don't yet have a subscription, ...

    • Video: How to use ApprovalMax Capture

      ApprovalMax product walk-through: how to use ApprovalMax Capture. Xero QuickBooks Online Oracle NetSuite