Forward documents by email
Set up an email inbox and Merchaint gives you an address. Anything sent to it has its attachments read automatically. Give the address to a supplier and their invoices arrive on their own.
- A walkthrough video, then why a dedicated address beats forwarding by hand
- How to create an inbox and choose who can send to it
- What a finished inbox looks like, and the three sender policies
- Troubleshooting notes, then FAQ
01 · Video
Feature walkthrough
02 · Why
Why do we have this?
Attachments are where invoices get lost. Someone has to spot the email, download the file, and remember to put it somewhere. An address that handles attachments by itself skips all three — and it keeps working when that person is away.
03 · How
- Open
Email Inboxesfrom the Configuration group in the sidebar. - Click
New Inboxand name it after what it is for — Supplier Invoices, Office Scanner. Merchaint makes the address for you. - Copy the address with
Copyand send it to whoever needs it. - Choose who can send to it. Open the inbox's edit box and set the sender policy.
04 · Expected result
Your inbox appears with its address, its sender policy, and an Active switch turned on. Click Open inbox and you get tabs for All, Processed and Not Processed, all at zero until something arrives.
Once a supplier emails it, the attachment shows up in Inbox with everything else.
05 · Troubleshooting / notes
The three sender policies
| Policy | What it does |
|---|---|
| Accept from anyone | Takes mail from anybody. This is the default. |
| Whitelist only | Only takes mail from addresses you list. Everything else is ignored. |
| Block listed senders | Takes everything except the senders you list. |
For Whitelist only, type each address and press Enter. You can also type @theirdomain.com to allow everyone at a company.
| What you see | Why | What to do |
|---|---|---|
| Mail arrived, nothing happened | Your policy blocked the sender | Check the Not Processed tab, then add them |
| Nothing arrives at all | Wrong address, or the inbox is off | Copy the address again; check Active is on |
| You need a different address | Addresses can't be changed | Make another inbox. You can have as many as you like. |
06 · FAQ
Does my workspace already have an email address?
No. Nothing exists until you make an inbox.
Can I stop an inbox without deleting it?
Yes. Turn off the Active switch. You keep the inbox and the address.
Common questions
Click Open inbox on the inbox. You can search by sender or subject.