Uploading Invoices by Email
Uploading Invoices by Email
You can upload invoices into the system via PDF email attachments. Invoices uploaded via email appear on the Vendors > Assign Invoice screen, and each email will create its own batch. If you are using universal navigation, click Payables > Invoices > Assign Invoices.
Note: This does not change or impact the existing invoice upload client in any way.
To configure email invoice uploads:
Click System > Company Profile. If you are using universal navigation, click Settings > General > Company Profile.
Click the Settings tab at the bottom of the screen.
In the Invoice and Work Order Module section, enter or select the following:
Email Invoice Upload Domain: Enter your email domain (the part of the email after the "@" sign). The system will upload any PDF invoices sent from an email address containing the configured domain.
Split Multi-Page PDFs: When enabled, the system will split multi-page PDFs into individual pages. This should be used if each page contains an individual invoice.
Click Save.
Once configured, you can email invoice PDF attachments to [customer][email protected], replacing [customer] with your database name as it appears on cincsys.com.
For example, if your URL is mycompany.cincsys.com, the invoice email address would be [email protected].
Email Invoice Upload FAQ
Q: What types of invoice files are supported?
A: Only PDF documents are supported, all other document types will be disregarded by CINC and will not appear on Assign Invoices
Q: How do I know if my invoice was uploaded successfully?
A: The email address that sent the invoice(s) will receive an email from [email protected] recapping the PDFs that were uploaded. This email contains:
Batch ID
Number of files received
Number of invalid files
Number of files successfully imported
Number of failed uploads
Q: How do my invoices get converted into batches?
A: Each email is assigned a unique batch number, which will appear on the Vendors > Assign Invoices Screen In CINC Accounting. If you are using universal navigation, click Payables > Invoices > Assign Invoices.
Q: Are there limitations to what I can upload in a day?
Emails per day: 500
PDFs per email: 10
PDF size: 10 MB
Q: How many accepted email domains can I configure in CINC?
A: You can only whitelist one domain. We suggest using the same management company domain for the email address that vendors send invoices to.
Q: Can my vendors email my email invoice upload inbox directly?
A: No, vendors cannot email the inbox directly since their email domain will not match what is configured.
Q: Can I setup auto email forwarding for vendor invoices?
A: CINC recommends using your email application’s rule-based forwarding to make sure only it only forwards emails from your vendors that contain an attachment.
If you are unable to specify that only emails with attachments, be forwarded, it is safer to avoid auto-forwarding.