Email-to-Expense¶
Submit expenses by forwarding receipt emails directly to Expensed.
Accessing Email Settings¶
- Click Admin in the sidebar
- Click Email-to-Expense
- Configure settings and view activity
Admin Role Required
Only organization Admins can configure email submission settings.
How It Works¶
Email-to-Expense allows employees to create expenses by forwarding receipts:
1. Forward Receipt → 2. Auto-Processing → 3. Draft Created
Step-by-Step¶
- Forward Receipt - Send any receipt email to your organization's inbox
- Auto-Processing - System extracts data using OCR technology
- Review Draft - A draft expense is created for your review
Enable/Disable¶
Toggle email submission on or off from the status banner:
- Enabled - Accepting and processing emails
- Disabled - Emails ignored until re-enabled
Organization Inbox¶
Your organization has a unique email address:
receipts@yourorg.expensed.app
Copy this address to share with employees.
Statistics¶
The dashboard shows:
| Metric | Description |
|---|---|
| Total Emails | All received emails |
| Processed | Successfully processed |
| Expenses Created | Drafts generated |
| Failed | Processing errors |
Email Aliases¶
Employees can register personal email addresses for submitting expenses.
Adding an Email Alias¶
- Go to My Email Aliases tab
- Enter your email address
- Click Add Email
- Check inbox for verification email
- Click verification link
Verified vs. Pending¶
| Status | Description |
|---|---|
| Verified | Email can submit expenses |
| Pending | Awaiting verification click |
Removing an Alias¶
- Find the email in your aliases list
- Click the delete icon
- Confirm removal
Configuration Options¶
Processing Settings¶
| Setting | Description |
|---|---|
| Auto-Create Expense | Automatically create draft expenses |
| Require Attachment | Only process emails with attachments |
| Require Verified Sender | Only accept from verified aliases |
Notification Settings¶
| Setting | Description |
|---|---|
| Confirmation Email | Send confirmation when expense created |
| Error Notifications | Notify when processing fails |
Default Category¶
Set a default expense category for email-created expenses.
Recent Emails¶
View incoming email activity:
| Column | Description |
|---|---|
| From | Sender address |
| Subject | Email subject line |
| Date | When received |
| Attachments | Number of files |
| Status | Processing status |
Email Statuses¶
| Status | Icon | Description |
|---|---|---|
| Pending | Waiting to be processed | |
| Processing | Currently being analyzed | |
| Processed | Successfully created expense | |
| Failed | Processing error occurred | |
| Rejected | :material-block: | Couldn't process (no receipt) |
Tips for Best Results¶
- Forward the original receipt email - Don't copy/paste
- Include attachments - PDF or image receipts work best
- Use registered email - Send from verified aliases
- One receipt per email - Multiple may cause issues
- Clear subject lines - Help with categorization
Troubleshooting¶
Email Not Received¶
- Check you're using the correct inbox address
- Verify your email alias is registered and verified
- Ensure email submission is enabled
Processing Failed¶
- Receipt may be unreadable (poor quality image)
- Attachment format not supported
- Email didn't contain a valid receipt
Expense Not Created¶
- Check the Recent Emails tab for status
- Look for error messages
- Verify auto-create is enabled
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