You can create templates for expenses created from documents submitted by email. When members submit a document to a specific address, the fields that you add to the template – such as Supplier/Merchant, Category, and so forth – will automatically have the value that you specify.

  1. In the dashboard menu, click Settings and then click Document Scanner Emails
  2. Click + Custom Email
  3. Enter the unique mailbox name – the part before the @ symbol. 
  4. To add a field and its value, click the + Add field name link and enter or select a value. You only need to add the fields that you that you want to specify a value for. 
  5. Click Create.

Please note: The values you specify here will override any values extracted by Document Scanner from the document submitted.

Example

Say you want to set up a template so that all documents sent to the that email address have a specific Supplier/Merchant, Category and Job Number. This would be done as follows:

  1. In the dashboard menu, click Settings and then click Document Scanner Emails
  2. Click + Custom Email
  3. Set the email address. For example: template1@mycompany.expend.mail 
  4. Click + Add Supplier/Merchant and enter the supplier name.
    Note: If another value is extracted from the submitted document, it will be overridden by the value you specify here. 
  5. Click + Add Category and make a selection from your categories. 
  6. Click + Add Job Number and enter (for example) “Job 1”. 
  7. Click Create.

From now on, Document Scanner will use this template when an invoice or receipt is sent to template1@mycompany.expend.mail. When it has finished processing and the values have been extracted from the document, an expense will be created with the supplier, category and job number you specified for your template.

Configuring the email subdomain

You can also change the subdomain part of the email address. This is the part directly after the @ symbol (before expend.mail).

Please note: This will apply to all email address that members use to submit documents to Document Scanner, including members’ personal email addresses.

  1. In the dashboard menu, click Settings and then click Document Scanner Emails
  2. Click Configure Subdomain
  3. Make the necessary changes and then click Update email
  4. Ensure that members are informed about changes the email address they should use for submitting documents.
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