Summary
Learn how to upload supplier invoices to Invoice Automate using email forwarding or manual upload.
This article covers:
About uploading invoice documents
Invoice Automate supports two main ways to get invoices into the platform:
Email forwarding (Email Invoicing Inbox)
Manual upload (+ Upload Invoice)
Choose the method that best fits how your agency receives invoices (for example, a shared accounts inbox vs. ad‑hoc uploads). The Email Invoicing Inbox setting identifies which sending/forwarding email addresses belong to your organisation.
Note: You can add any invoice that requires you to make a payment from your property management trust accounting software.
Upload invoices by email (Email Invoicing Inbox)
Use this option if invoices arrive in one or more mailboxes (for example, accounts@…, pm@…, maintenance@…) and you want them automatically forwarded into Invoice Automate.
Configure Email Invoicing Inbox
In Invoice Automate, go to: Settings > General Settings
Toggle to enable (if disabled
In Email Invoicing Inbox, enter every email address that will forward invoices into Invoice Automate
Separate multiple addresses with a comma (,) and do not add spaces between addresses
In Bounce‑Back Email(s), enter the email address (or addresses) that should receive notifications when Invoice Automate can’t process invoices sent via the Email Invoicing Inbox
These notifications are triggered if invoices fail processing due to incorrect or invalid details submitted with the invoice
Select Save
Note: Send/forward invoices to invoices@invoiceautomate.com (this is the processing inbox).
Forward invoices to Invoice Automate
From your inbox (or shared mailbox), forward the email to invoices@invoiceautomate.com
Ensure the email includes an invoice document attached (see file requirements below)
Repeat for each invoice email you receive (or automate this using mailbox rules)
Tip: If you have a dedicated invoice mailbox, set up inbox rules/auto‑forwarding to reduce manual effort. Your IT team can help implement mail rules securely.
What to expect after emailing invoices
Emailed invoices are processed in the background and should appear in your dashboard once processing completes
Batch ID may not display for invoices that arrive via the email method (based on the provided video transcript text)
Upload invoices manually (+ Upload Invoice)
Use this option when you have invoice files saved locally (for example, downloaded PDFs) and want to upload them directly.
Upload one or more invoices
In Invoice Automate, select + Upload Invoice (top navigation)
Drag and drop invoice files into the upload area, or browse to select files
Select Save to start processing
Notes:
You can upload multiple invoices at once, but each invoice must be in a separate file (Invoice Automate does not split multi‑invoice PDFs)
Extract invoices from ZIP (compressed) files before uploading (ZIP uploads are not supported
Invoice file requirements
To avoid processing failures or delays, ensure each uploaded/emailed invoice meets these requirements:
One invoice per file (PDFs must not contain multiple invoices)
Do not upload invoices as links (for example, “view online” links)
Avoid unsupported formats such as Word documents
If you use email forwarding, ensure the invoice is attached
Track processing time and Batch ID (manual uploads)
When you upload invoices using + Upload Invoice, Invoice Automate generates a Batch ID and shows processing progress, including an estimated time.
What is a Batch ID?
Appears only for manual uploads started via + Upload Invoice
Helps you identify a specific group of uploaded invoices if you need to troubleshoot or follow up
Processing behaviour to call out
The progress bar displays status like “Processing” and an estimated time for the batch
If you upload a larger set, for example, more than 5 invoices, the dashboard may refresh after the 5th invoice, allowing you to start working on invoices as they are completed
What’s next?
Learn how to troubleshoot invoice upload and email-ingestion issues.