How to import an invoice via email?
Find Your Unique Email Address
In Accounts receivable, navigate to Add invoices and select Import by email.
You'll see your unique email address in the format
inbox-unique_identifier@receivables.agicap.com.
💡 Note: The new email format enhances security to prevent fake or fraudulent invoices. If you have automated email forwarding rules set up, ensure they are updated to use the new email address. The old email address will remain active for existing entities but is no longer visible in Accounts receivable.
Send the invoice
From your email account, compose a new email.
Attach the invoice as a PDF or image file.
Send the email to your unique Accounts receivable email address.
What happens after sending the invoice?
The invoice will appear in the Manage pending documents tab in Accounts Receivable.
An Optical Character Recognition (OCR) process extracts key information from your invoice.
You'll need to review and confirm the extracted details before the invoice is fully imported.
How to Validate Imported Invoices?
Review OCR-Extracted Fields
Verify the following details recognized by OCR:Type: Invoice or Credit Note
Title
Client
Amount and Currency
Issue Date and Due Date
💡 Note: For credit notes, only the issue date is required.
Confirm the Invoice Details
Make any necessary adjustments to the extracted information.
Once everything is correct, confirm the invoice.
⚠️ Important: The invoice number cannot be modified after validation. To change it, you'll need to delete and reimport the invoice.
After Validating the Invoice
Validating an invoice triggers several actions:
Adds to Invoice List: The invoice moves to the Invoices or Available credit notes list.
Attaches the PDF or image: The original file is automatically linked to the invoice.
Creates an Expected Transaction: An entry is made in Treasury for future reconciliation.
Updates Analytics: Figures in the Analytics section are updated.
Reconciliation Entry: The invoice appears in Reconciliation for matching with payments.
Updates Client Information: Adjusts the Amount Due, Outstanding Amount, and Average Delay for the associated client.
Handling Duplicate Invoices
If an invoice with the same invoice number already exists:
You'll receive a message: "It seems that this invoice has already been imported."
You can choose to:
Link the New Document: Attach the new PDF to the existing invoice.
Replace the Existing Document: Update the invoice with the new PDF if it has the same file name.
This ensures that your records remain accurate and up-to-date.
Access Restrictions for Non-Admin Users
If restrictions are enabled in Settings (⚙️), non-admin users will have limited access.
Non-admin users can:
See invoices for clients they're assigned to.
Import and validate all invoices, even for clients they're not assigned to.
Admin users have full access to all validated invoices.
Setting Up Email Redirections
To automate invoice forwarding from your email:
Gmail Users:
Set up a forwarding rule in Gmail settings.
Gmail will send a confirmation code to your AR email address.
Outlook Users:
Create a forwarding rule in Outlook settings.
Outlook may also require a validation code sent to your AR email.
⚠️ Since you cannot access emails sent to your Accounts Receivable address, contact the Agicap support team to retrieve the validation code if needed.
💡 Tips
Skip OCR Validation: If you prefer, you can assign PDFs directly to invoices without OCR validation using the Assign PDF to invoices feature.
Organize Your Invoices: Regularly review and validate pending invoices to keep your records up-to-date.
Monitor Duplicates: Always check for duplicate invoices to prevent errors in your financial data.