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Automated invoice intake for software

How to forward vendor invoices to an application so they become spend entries automatically, and how to review the ones that need a human check. For software/IT owners, finance, and admins.

Before You Begin

How It Works

Each application has its own unique invoice intake email address. When you (or your vendor) forward an invoice to that address, Expiration Reminder reads the invoice and turns it into a spend entry on the Spend tab automatically:

  • High-confidence invoices are recorded and marked Reconciled.
  • Lower-confidence or failed invoices are recorded but flagged Needs Review and routed to the Invoices to Review inbox for a person to confirm.
Step-by-Step Instructions

Step 1: Find the application's intake address

  1. Open the application.
  2. Click the Invoice Intake tab.
  3. The Invoice Intake Address card shows the unique forwarding address. Click Copy to copy it.

Tip: You can also set up a forwarding rule in your own inbox so invoices from a vendor are automatically forwarded to this address.

Step 2: Add approved senders (allowlist)

To control which email addresses are accepted, add them to the allowlist.

  1. On the Invoice Intake tab, find the Sender Allowlist card.
  2. Type a sender's email address and click Add Sender.

Senders appear in the list below. A sender that has been blocked for sending suspicious mail shows a Quarantined badge — click Unquarantine to allow them again, or the trash icon to remove them.

Step 3: Rotate the intake address (if needed)

If an address starts receiving spam or is exposed, you can generate a new one.

  1. On the Invoice Intake tab, click Rotate Address.
  2. Confirm. A new address is generated and the old one stops working.

Step 4: Review captured invoices

  1. In the left navigation, open Software → Invoices to Review.

The inbox lists every auto-captured invoice still waiting for confirmation, across all applications. Each row shows the Application, Sender, Date, Amount, and a Confidence score (or a Parse failed badge if the invoice couldn't be read).

For each row you can:

  • Click the eye icon to View the captured details.
  • Click the pencil icon to Edit the entry and correct anything.
  • Click the check icon to Approve the entry — this marks it Reconciled and removes it from the inbox.
  • Click the rotate icon to Re-parse the original invoice (available when the raw invoice was retained).

Note: When you approve or re-parse to high confidence, the entry drops out of the inbox and appears as a confirmed entry on that application's Spend tab.

Tips & Best Practices
  • Add your vendors to the Sender Allowlist before forwarding so their invoices are accepted.
  • Check the Invoices to Review inbox regularly so nothing sits unconfirmed.
  • If an invoice parsed incorrectly, Edit it to fix the amount or date rather than deleting it.
Troubleshooting
  • Issue: A forwarded invoice never appeared. Solution: Confirm you used the application's exact intake address, that the sender is on the allowlist, and that the sender isn't quarantined. Failed parses still appear in Invoices to Review with a Parse failed badge.
  • Issue: The Re-parse button is disabled. Solution: Re-parse is only available when the original invoice was retained (invoices are kept for 90 days) and you have edit permission.
  • Issue: An entry is stuck in Needs Review. Solution: Open it from Invoices to Review, confirm the details, and click Approve.
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