Forward Invoices by Email and Match Them Automatically

Invoices arrive by email — use that

Most invoices arrive by email. PDF attached, sometimes as a link. Instead of manually downloading each invoice, renaming it, and filing it in a folder, you can forward it directly to invoice-matcher.io.

Email forwarding is the easiest way to get invoices into the system — without a single upload.

How the email inbox works

Dedicated address per organization

Each organization in invoice-matcher.io gets its own email address. It looks like: your-org@inbox.invoice-matcher.io. Invoices forwarded to this address are processed automatically.

What happens after forwarding?

Email received: The system receives your forwarded email
Attachments extracted: PDF attachments are automatically detected and stored
OCR + AI extraction: Our system reads the text and extracts structured data — amount, vendor, date, invoice number
Matching: Our matching system automatically searches for the matching bank transaction
Result: The invoice appears in your dashboard — matched or in the review queue

The entire process takes seconds. You don't need to do anything else.

Setup in 3 steps

Step 1: Find your email address

Log into invoice-matcher.io and navigate to your organization. Find the email address in the organization settings.

Step 2: Set up an email rule

The easiest method: create a forwarding rule in your email client (Gmail, Outlook, etc.).

In Gmail:

Settings → Filters and Blocked Addresses → Create a new filter
Filter condition: Subject contains "Invoice" OR Sender is "billing@vendor.com"
Action: Forward to your-org@inbox.invoice-matcher.io

In Outlook:

Rules → New Rule → Messages from specific senders
Action: Forward to your-org@inbox.invoice-matcher.io

Step 3: Test

Forward an invoice manually and check if it appears in your dashboard. Within seconds, the invoice should show up — with extracted data.

Best practices

Prefer direct forwarding

Forward the original email, not a copy or screenshot. The system needs the PDF attachment.

Multiple attachments are fine

If an email contains multiple PDF attachments, all are processed. Each PDF is treated as a separate invoice.

Non-invoice attachments are ignored

The system recognizes whether a PDF is an invoice. Signatures, terms, or other non-invoice PDFs are filtered out.

Check regularly

Even with automatic forwarding, check your dashboard once a week. Sometimes invoices land in spam or the forwarding rule doesn't trigger.

Common questions

What happens to my original email?

Nothing. Forwarding creates a copy. Your original email stays in your inbox.

Can I also upload invoices manually?

Yes, anytime. Drag and drop in the dashboard works alongside email forwarding.

What if the invoice isn't a PDF?

Images (JPG, PNG) are also processed. If the invoice is only in the email body (no attachment), it can't be processed.

Is it secure?

Your organization's email address is unique and not publicly accessible. Transfer is encrypted. Only attachments are processed — the email body is not stored.

Who benefits from email forwarding?

Freelancers and solopreneurs

Getting 10-30 invoices per month by email? Set up the forwarding rule once and forget about manual uploading.

Teams with multiple recipients

Invoices go to different team members? Everyone can forward to the same organization address. Central inbox, no duplicate uploads.

Businesses with many vendors

With 50+ vendors, email forwarding is the fastest way to capture all invoices. No more manual gathering.

Conclusion

Email forwarding is the most efficient way to get invoices into invoice-matcher.io. Once set up, invoices flow into the system automatically — without manual downloading, renaming, or uploading.

Combined with automatic matching, you save the entire manual capture process. Invoice arrives, AI extracts, matching assigns. You only review the edge cases.

Further reading:

Forward Invoices by Email and Match Them Automatically

Ready for automatic invoice matching?