How to set up submitting files to ApprovalMax Capture via email
Streamline your invoice processing by receiving files via a dedicated ApprovalMax email address and submitting them for automated data recognition (OCR).
For this purpose, you can share a unique ApprovalMax email address with your Suppliers/Vendors 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
For this purpose, you can share a unique ApprovalMax email address with your Suppliers/Vendors 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
- In the main menu, find your Organisation and open Approval workflows under Workflows and settings:
- Click on Bill workflow/ Sales Invoice (Xero) workflow:
- In the Receive by email section choose a Submitter:
Please 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 Bills received by email for approval.Then configure the receiving of emails and the Bill default status by clicking on the SETUP button.The best option here depends on the overall context of your document and the specific emphasis you want to convey. - Alternatively, click on the Gear icon and scroll down:
- In the Capture via email section, set up an email address to receive files from Suppliers and automatically create Bills from them:
Choose the default status for Bills that aligns best with your Organisation's needs and preferred Bill creation process: - Draft: Bills created from emails will automatically be saved as drafts, allowing the Requester to review and edit them before they're sent for approval. This is the default value - such Bills will remain in the Draft status until the Submitter submits them for approval.
- On Review/On Approval: Bills will be automatically sent for review and approval once created from an incoming email.
- When finished, apply your settings by clicking on SAVE in the upper right-hand corner of the Workflow settings window and update/activate the workflow.
Please note: If one of the mandatory fields is not recognised, requests will be saved as a draft even if the On Review/On Approval setting is activated.Please note: Each email address you want to use for this purpose must be unique within the ApprovalMax environment.Related Articles
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