Email Routing

Overview

Email Routing is a premium add-on that automatically forwards processed invoices to specified email addresses. This powerful feature enables seamless integration with external accounting systems, ERPs, or workflow management tools through intelligent routing rules.

The system supports three levels of routing priority:

1. Recipient-specific routing - Forward based on who the original invoice was sent to
2. Account-specific routing - Forward based on which email account received the invoice
3. Default routing - Fallback to a default email address

Prerequisites

• Active Email Routing subscription ($20/month)
• At least one connected email account (Gmail or Outlook)

Setup Instructions

Routing Configuration

Default Email Address

Set a fallback email address that will receive all invoices when no specific routing rules match. This ensures no invoices are missed.

Account-Specific Routing

Configure different forwarding addresses for each connected email account:

• Gmail Account A → accounting-dept@company.com
• Outlook Account B → finance@subsidiary.com

This is useful when different email accounts handle invoices for different departments or entities.

Recipient-Specific Routing

Route invoices based on who they were originally sent to. This is the highest priority routing rule:

• Invoices sent to billing@company.com → erp-system@company.com
• Invoices sent to accounts@subsidiary.com → finance-dept@subsidiary.com

This allows for sophisticated routing based on your organization's email structure.

Email Content

Each forwarded email includes:

• Customizable subject line with variables: {vendor}, {amount}, {currency}, {invoiceId}, {date}
• Formatted invoice details in HTML format
• PDF attachment of the original invoice
• Source information showing which account received the invoice

Routing Priority

The system processes routing rules in this order:

1. Check recipient-specific settings - If the invoice was sent to a configured recipient email, use that routing rule
2. Check account-specific settings - If no recipient match, check if the source account has specific routing
3. Use default email - If no specific rules match, forward to the default address

This hierarchy ensures the most specific rules take precedence while maintaining a reliable fallback.

Subscription Management

Billing

• Monthly subscription at $20/month
• Billed through Stripe with automatic renewal
• Cancel anytime through the billing portal

Subscription Status

• Active - Email forwarding is working
• Subscribed (Disabled) - Subscription active but forwarding disabled in settings
• Inactive - No active subscription

Cancellation

Cancelling your subscription:

• Forwarding stops immediately upon cancellation
• Configuration settings are preserved
• Re-subscribing restores previous settings

Use Cases

Multi-Entity Organizations

Route invoices to different systems based on recipient:

• billing@headquarters.com → Main ERP system
• invoices@subsidiary.com → Subsidiary accounting system

Department-Based Routing

Forward invoices based on source account:

• HR Gmail account → HR management system
• Operations Outlook → Operations dashboard

Vendor-Specific Workflows

Use recipient-specific routing for vendor portals:

• vendor-portal@company.com → Automated vendor payment system
• manual-review@company.com → Manual approval workflow

Troubleshooting

No Emails Being Forwarded

1. Check that Email Routing is enabled in settings
2. Verify your subscription is active
3. Ensure at least one routing rule is configured
4. Check spam/junk folders in destination email

Wrong Routing

1. Review routing rule priority (recipient > account > default)
2. Verify email addresses in recipient-specific settings match exactly
3. Check account-specific settings for the correct source account

Missing Attachments

1. Verify original invoice has PDF attachments
2. Check if source email system properly processed attachments
3. Review attachment size limits with your email provider