This article will teach you how to use the Automatic Invoice Intake feature.

Using the Automatic Invoice Intake system, when a vendor emails a scanned (.PDF format) Payable Invoice to your unique WorkSpace email address, the emailed Payable Invoice will automatically import into your WorkSpace account.

You may also set up your scanner to scan Payable Invoices to your WorkSpace email address for automatic import.

1. Contact support@workspace.cc to have a unique email address set up for your company.
2. Once your email address has been set up, instruct vendors to email their Payable Invoices (in .PDF format) to your newly created email address.
   • Note: Please email invoices for multiple companies to each company intake individually.
3. As emailed .PDF Payable Invoices are received, they will be automatically deposited into your WorkSpace account, ready for the person in the Admin Review and Approve Workflow role to add Payable Invoice details.
   • Note: Emailing multiple .PDF files attached to a single email will result in a new invoice entry created for each .PDF. For example, if you send two .PDF files in a single email to an intake address, the system will create two new invoices in WorkSpace.
4. For Payable Invoices that are received in hard copy, there are two ways you can process them:
   1. Scan the Payable Invoice, save it to your computer in .PDF format, and input it manually.
      • Note: See the Manually Creating a New Payable Invoice article for reference.
   2. If your scanner can direct scanned documents to an email address, program your WorkSpace email intake address into your scanner (this may need to be programmed by your scanner's service technician), then scan the hard copy Payable Invoice and send it to your email intake address. For multiple Payable Invoices, insert a blank piece of paper between Payable Invoices and scan the stack. WorkSpace will automatically set up a new Payable Invoice each time it detects a blank page.
      • Note: WorkSpace recommends a maximum of 50 pages, including blank pages, per upload.