Summary (TL;DR): Configure an auto-forwarding rule from your organizational accounts payable email to your Procurify inbox to automate vendor Invoice capture.
Prerequisites
Procurify AP Automation must be enabled for your domain.
Administrative access to your organizational email system (e.g., Google Workspace or Microsoft 365).
How do I set up auto-forwarding to the AP inbox?
Setting up an auto-forwarding rule from your company’s internal AP email (e.g., [email protected]) is the recommended best practice. This method ensures your existing security filters catch spam before the data reaches Procurify.
Identify your unique Procurify AP automation email address provided during implementation.
Navigate to your email provider's Settings and create a forwarding rule to the Procurify address.
If your provider requires a verification link (common with GSuite), the email will be sent to the internal inbox.
Confirm the setup by sending a test email with a sample Invoice attachment.
Contact Support:
Your Account Manager or Procurify Support Team available to help you with this process if you run into any issues. Please reach out to them to ensure that the mail forwarding setup is completed successfully.
Which delivery methods are recommended?
Choosing the correct delivery path is essential for scaling your accounts payable operations and maintaining data security.
Auto-Forwarding (Best Practice): IT configures a rule from your company AP email. This allows you to manage vendor relationships through a branded address while benefiting from automated ingestion.
Direct Vendor Sending: Vendors send documents directly to the Procurify address. This is only recommended for customers with close vendor relationships who actively monitor for duplicate submissions.
Manual Forwarding: AP team members manually forward emails to the inbox. This is suitable for low-volume teams but is not a scalable long-term solution.
What are the technical limits for the AP inbox?
To ensure the system successfully processes your documents into a Bill record, attachments must meet specific technical criteria.
Feature | Requirement / Limit |
Supported File Types | PDF, JPEG, PNG |
Maximum File Size | 25MB per file |
Attachment Count | Maximum 10 attachments per email |
Image Formatting | Attachments only (inline images are not supported) |
Troubleshooting Ingestion and Duplicates
Identifying why an Invoice failed to appear or why duplicates exist can usually be traced to the delivery path or file format.
Why was my scanned invoice rejected?
Please do not send scanned files directly from a printer to the AP inbox. Printers often generate malformed email headers that third-party systems, such as AWS SES, reject before the message reaches Procurify.
How do I prevent duplicate records?
Most duplicates occur when two delivery paths are active at the same time (e.g., a vendor sends a document directly and your system also auto-forwards it). Ensure only one delivery path is active for each vendor.