Configure Email Receipt Forwarding

Expenses Agent supports automated expense creation when employees forward receipts to the designated receipt-processing email address. After the email is received, the application processes the receipt, extracts key details such as merchant name, date, and amount, and creates an expense item for the employee.

Configuring receipt forwarding helps establish the Expenses Agent workflow, where employees charge the expense and forward the receipt instead of manually creating expense entries.

Prerequisites for Email Receipt Processing

Before configuring email receipt forwarding, ensure that the following features are enabled:

• Enable electronic receipt processing:

  Electronic receipt processing must be enabled for your business unit to process emailed or imported receipts and automatically create expense items.

  Here's how you can do this:

  1. In the Setup and Maintenance work area, go to the Manage Auto Submission and Matching Options task.
  2. Set Enable Electronic Receipts Processing to Yes.

  See Enable Creating Expenses from Email Receipts for more information.

• Enable credit card notifications:

  Credit card notifications allow users to receive email updates about receipt processing outcomes, such as success or failure messages.

  Here's how you can enable credit card notifications for your business unit:

  1. In the Setup and Maintenance work area, go to the Manage Expenses System Options task.
  2. Set Enable Notifications for Credit Card Charges to Yes.

  See Enable Notifications for Credit Card Charges for more information.

Register Additional Email Addresses

Here's how you can register additional email addresses so receipts sent from those addresses are recognized and associated with the user account:

1. From the application home page, navigate to Me > Personal Information.
2. Select Contact Info.
3. Click Add and select Email Details.
4. Enter the additional email address that may be used to send email receipts.
5. If the address will be used as the primary email for sending receipts, select Primary.
6. Save your changes.

After the email address is registered, receipts forwarded from that address can be processed and linked to the correct employee account.

Required: Schedule the Receipt Processing Job

When you start testing forwarding receipts to Expenses Agent using email, don’t forget to run the Create Expenses from Email Receipts process at regular intervals. This process is what picks up and processes the email receipts received from users.

• You can run the process manually, or set a recurrence schedule to run at specific intervals.
• In production, customers commonly schedule this in 10-minute intervals. For testing, choose a frequency that fits your needs.
• If you're forwarding receipts and not receiving any email response (success or failure), the most likely reason is that receipts are still pending this process.

Best Practices for Receipt Forwarding

When enabling receipt forwarding, consider the following recommendations:

• Provide employees with the receipt-forwarding email address and include it in training materials.
• Encourage forwarding receipts soon after the transaction so expenses are created promptly.
• Send one receipt per email to improve processing accuracy.
• Ensure receipt images are clear and legible so the system can extract the required information.

Receipt forwarding becomes the primary entry point for expense capture in the Expenses Agent experience.