Email Intake
VaultAP provides each organization with a dedicated inbound email address so invoices can be submitted by simply forwarding or sending emails.
Your Inbound Address
Every VaultAP organization gets an address in the format:
your-org@inbound.vaultap.app
You can find your exact address under Settings > Integrations > Email Intake.
Setting Up Email Forwarding
Locate your inbound address
Go to Settings > Integrations > Email Intake and copy your organization's dedicated email address.
Create a forwarding rule in your email provider
In your email client or mail server (e.g., Gmail, Outlook, Exchange), create a rule that forwards invoice emails to your VaultAP inbound address. Common rule criteria include sender address, subject line keywords, or specific mailbox folders.
Send a test email
Forward a sample invoice email to your inbound address and verify that it appears in VaultAP within a few minutes.
Most forwarding rules take effect immediately, but some email providers may have a short delay. Allow up to 5 minutes for the first test to arrive.
How Attachments Are Handled
When an email arrives at your inbound address, VaultAP processes it as follows:
- Attachments are extracted. Each supported file attachment (PDF, PNG, JPG, TIFF) is treated as a separate invoice and enters the processing pipeline individually.
- Unsupported attachments are ignored. Files like
.docx,.xlsx, or.zipare skipped. They will not cause the email to fail. - Emails with no attachments are discarded. If the email body contains no extractable invoice files, it is ignored.
- Multiple attachments are handled. An email with 5 PDF attachments will produce 5 separate invoices in VaultAP.
Auto-Processing
Invoices ingested via email go through the same pipeline as manually uploaded invoices:
- OCR extraction of vendor, amounts, dates, and bank details
- Fraud risk scoring from 0 to 100
- AI-generated explanation of risk factors
- Automatic routing to the review queue if the score exceeds your threshold
Make sure your forwarding rule does not strip attachments. Some corporate email security gateways remove attachments by default -- check with your IT team if invoices are arriving without files.
Security
- Inbound emails are processed over TLS.
- Only attachments in supported formats are ingested; all other content is discarded.
- Email metadata (sender, subject, timestamp) is stored alongside the invoice for audit purposes.