Receive bills and receipts by email

Email intake creates drafts, not Reckon transactions. Email Bills accepts PDF invoices; Email Receipts accepts supported PDF and image receipts. These are separate addresses and separate history views. You need the corresponding full Bills or Receipts feature access and an authorised company. Receipt upload-only access does not include email intake.

Find the destination address

1. Choose your company in the sidebar. Open Bills → Email Bills or Receipts → Email Receipts.
2. Select the intended file in Connected Files. If there are several files and none is selected, the page asks you to choose one before it shows its address, sender list and review information. If there is no linked file, ask a company administrator to connect one under Companies.
3. Under Intake address for [file], check Configured and any setup warnings, then use Copy address. Never forward a document to an address for another file or to the other document type. Configured confirms server-side intake settings, not DNS or actual mail delivery; send a harmless test document and check history. Setup incomplete means no usable address is shown; ask an administrator to resolve the displayed issues.
4. Send at most 10 attachments per message for either bills or receipts, each document up to 20 MB. The count includes the message's attachment list, not only the supported documents, so remove unnecessary signature images and other attachments. Send bills as PDFs; each supported PDF is handled as one draft bill, not automatically split into several invoices. Receipt documents can be PDF, JPEG, PNG, GIF or WebP; attach them as files rather than inline email-body images, which are excluded. Send large documents in separate messages: email-provider and whole-message limits can be lower than the combined per-file allowance. Use separate bill and receipt emails and check results rather than assuming every attachment succeeded.

For example, send a fictional Harbourview Joinery Pty Ltd AUD 308.00 supplier PDF dated 12-09-2026 to the Bills address for its Trading file. Send its AUD 38.50 parking docket dated 13-09-2026 to that file's Receipts address. Both should create drafts for review, not automatically push or pay either item.

Authorise who may send

1. In the same Email Bills or Email Receipts page, inspect Approved senders. Your login is eligible automatically only when that login email has been verified.
2. To add your own other address, enter it under Sender email, leave My other address selected where available and click Send code. Enter the emailed Code from email on its row and choose Verify. A code expires; if unavailable or expired, remove and add the address again.
3. A company administrator can choose Shared mailbox and Approve mailbox; that mailbox is authorised immediately without an emailed code. Ordinary users cannot approve a shared mailbox. Sender authorisation is specific to the selected file and document kind.
4. To revoke an additional address, click Remove on its row and confirm Remove. Existing drafts remain. Do not add a sender merely to clear one suspicious email; approval of an individual held import does not permanently authorise its sender.

Review incoming emails and drafts

1. Go to Bill History or Receipt History for the same selected file. Find Email intake review there (not on the address-management page). The review area refreshes periodically; use Refresh on the email setup page to refresh its configuration. Pending email · not a draft and Held for review mean no draft has been created yet.
2. For a held message you recognise, a company administrator with a verified login email selects Approve, reads the warning and confirms Approve import. Approval creates drafts under the administrator's authority; it does not verify or trust the sender or approve future messages. A company administrator can instead choose Reject → Reject import. Mail whose sender cannot be authenticated is visible only to company administrators. An authorised import actor can retry eligible failures or remove their import, but this does not grant permission to approve held mail.
3. For a Failed or Partially imported message with Retry, review the attachment statuses and reasons first, then click Retry → Retry import. Already-created drafts are kept, so review the draft links before taking further action. Rejected imports cannot be retried; an expired import also cannot be reviewed. Queued and Processing are not final outcomes.
4. If Delete is offered, click it only after confirming that you no longer need that email in intake review. Delete import removes the email from intake review permanently; it cannot then be approved or retried. Existing drafts and Reckon transactions stay unchanged. Deletion is unavailable while processing.
5. When status becomes Drafts created, the completed email is hidden from intake review; look for its drafts in Bill History or Receipt History and check dates, amounts, coding and destination before separately pushing through the relevant workflow.

Troubleshooting: If nothing arrives, verify the exact copied address, selected file, sender verification, attachment type/size and Configured warnings. If a held message is not visible to you, ask a company administrator to review it; do not send a duplicate blindly. For attachment failures, read the per-attachment error and support reference in history. A partially imported message can already have usable drafts. Email delivery and provider DNS are not proven by the configuration badge.

Next: Bills · Receipts · Permissions · Shared guides.