If your suppliers email invoices directly to you rather than your e-invoicing email address, you can set up a simple auto forward rule in Outlook so that any invoices will be automatically sent straight to iCompleat for processing.
Your e-invoicing email is where your suppliers can send their invoices so that they arrive in your iCompleat company. It's always displayed on your iCompleat homepage.
Click the handy button to the right of your e-invoicing email address to copy it in a flash!
To set up an auto forward rule so that invoices from your suppliers sent to Outlook will be redirected to iCompleat, follow these steps.
Your Outlook layout may vary depending on the version you use.
Open the Outlook mailbox where your supplier invoices are sent.
Select the Inbox mailbox to highlight it.
Select Rules from the toolbar, then select Create Rule.
The Rules dialog box appears.
Select Advanced Options in the bottom-right.
The Rules Wizard dialog box appears.
If you're happy to auto forward every email that arrives in this mailbox, skip to step 5.
If you only want to auto forward emails that arrive in this mailbox from specific supplier email addresses, follow these steps to edit the rule's condition:
i. Select the from checkbox at the top.
ii. Select the blue recipient email address in rule description box.
iii. The Rule Address dialog box appears.
Double-click the names of the supplier contacts you'd like to set up auto forward for.
Then, click OK.
If you're opting to auto forward all emails from this mailbox, a message then appears asking if you're happy for the rule to be applied to every message you receive. Select Yes.
Select the redirect it to people or public group checkbox, and then select the people or public group link that appears.
The Rule Address dialog box appears.
Enter your e-invoicing email address, and select OK.
Optional step - To define the rule set further on your inbox, you can add exception rules to prevent any emails from being auto-forwarded that might not contain an invoice.
An example of this would be to set an exception rule to halt any emails from your supplier that aren't invoices, such as a monthly or annual statement. This will halt specific emails from auto forwarding as they will contain a word in the subject line eg. 'statement' that will be stopped due to the rule set.i. Select Next on the Rules Wizard to access exceptions.
ii. The list displays the exception options you can make.
In this example we'll choose except if the subject contains specific words.
iii.Click the specific words link.
iv. Type the word(s) you want to make an exception for and click Add.v. Click OK.
vi. Click Finish.
- It's important you let us know that you've set up an auto forwarding rule so that invoices are processed to the correct iCompleat company.
Just contact email@example.com and tell us the email addresses you're auto forwarding from, along with your iCompleat e-invoicing email address.
Nice one! Your auto forward rule is set up. Now when a supplier sends an invoice to your Outlook account rather than your e-invoicing email address, Outlook will ping it straight to iCompleat as if by magic!