How to Set Up Automatic Email Forwarding for Receipts & Invoices (Outlook)
To reduce the need for manual uploads, you can set up automatic email forwarding from your Outlook account, so that receipts and invoices sent to you are automatically forwarded to our accounting system. Once this is set up, any email that matches the rule you create will automatically forward to us and be attached to the correct transaction in your accounting records.
Below is an example of how we set up auto-forwarding for one of our clients to automatically send their Microsoft receipts to our team. You can follow the same steps below, substituting the fields highlighted in blue to match the specific vendor, sender, or keywords for the receipts you want to forward.
Pro Tip: Before getting started, pull up a recent bill, invoice, or receipt from the vendor you would like to forward that is already in your inbox. This makes it easy to copy and paste the relevant information (such as the sender email address or subject line) directly into your forwarding rule settings.Example:
- In Outlook, go to Settings → View all Outlook settings
- Click: Mail → Rules → Add new rule
- Name your rule (e.g., “Forward Microsoft Receipts”)
- Under Add a condition, choose one:
From: microsoft-noreply@microsoft.com
Subject includes: Your Microsoft invoice - Under Add an action, select: → Forward to
- Enter the forwarding email address provided by Accountable Numbers: (Note: use your custom @books.cc email address)
- Click Save
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