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# Email invoices into BooksGPT

An invoice records a sale: what you did or sold, and the money the customer now owes you. If you make some invoices outside BooksGPT, in a job app, a spreadsheet template or a word processor, those sales still belong in your books.

Forward the invoice to your workspace's invoice inbox and BooksGPT reads it and fills in an invoice for you to check. It becomes a draft only when you save it, and nothing is sent to your customer or recorded until you say so. Your sales land in your books without retyping.

|| This inbox is for invoices you send to customers. A bill a vendor sends you goes to the [Bill Inbox](https://help.booksgpt.ai/en/article/vendor-bill-inbox-and-matching-bank-payments-to-bills-telync/), and a receipt to your [receipts address](https://help.booksgpt.ai/en/article/email-receipts-into-booksgpt-16f78w4/).

## 1. Get your invoice inbox address

1. Open **All pages** in the left sidebar, then click **[Settings](https://app.booksgpt.ai/go/settings)** and **Invoicing & email**. On a phone, pick it in **Settings section**.
2. Scroll to **Invoice inbox**.
3. If there is no address yet, a workspace admin (the owner or a bookkeeper) clicks **Create an invoice inbox address**.
4. Click **Copy**. The address starts with `invoices+`.

![The Invoice inbox card in Settings, with the address, Copy, Rotate address and Revoke](https://booksgpt.ai/help/email-invoices/invoice-inbox-address-2026-10.png)

Each workspace has its own address, so send each business's invoices to its own workspace.

## 2. Decide who can send to it

Knowing the address is not enough. BooksGPT accepts mail only from the senders listed under **Who can email invoices**:

- **Workspace members** who can edit the books, from the address they sign in with. That is every role except a viewer.
- **Extra senders** the owner approved. An approved address can also email receipts and bills to this workspace.

![Who can email invoices, listing two members and an approved office mailbox, with Add extra sender](https://booksgpt.ai/help/email-invoices/who-can-send-2026-10.png)

To approve another address, the owner:

1. Clicks **Add extra sender** and types the address.
2. Picks one:
   - **A mailbox someone will confirm**, for a person or a shared inbox. BooksGPT emails it a link, and nothing from it is saved until someone opens the link and confirms. If the email does not arrive, the owner clicks **Resend**.
   - **A mailbox or platform that sends invoices or bills directly**, for an app you have set up to send invoices here. There is no confirmation email.
3. Clicks **Add sender**.

| Forwarding an invoice yourself always works; an automatic forwarding rule works with some mail services. If **Recent email activity** shows mail from the app as not approved, add it with **Add extra sender** as a platform that sends directly.

Mail from anyone else is not saved, and the sender gets no bounce.

## 3. Forward the invoice

Attach the invoice to an email to that address. BooksGPT reads only the attachments, not the message.

- Send one invoice per file: a PDF up to 20 MB and 10 pages, or a JPEG or PNG photo up to 10 MB. Save a spreadsheet or word-processor invoice as a PDF first.
- One email can carry up to 20 files, 25 MB in all. Send a large backlog in batches of about 50 files an hour.
- A photo can be skipped if your mail app puts it in the body of the message, as many phone mail apps do. Send a PDF when you can, or upload the photo yourself.
- A password-protected PDF cannot be read. Remove the password first.

## 4. Review the invoice and save the draft

1. Open **All pages** in the left sidebar, then click **Sales** and **[Invoices](https://app.booksgpt.ai/go/invoices)**. When something is waiting, the line under **Invoices** says how many are **to review**. Click it to open **Needs review**.

![The top of the Invoices page: 12 invoices and 1 to review under the title, New invoice, the summary tiles and the tabs](https://booksgpt.ai/help/email-invoices/review-link-2026-10.png)

2. Find the file. Once BooksGPT has read it, its row offers **Review invoice**.

![Needs review with Recent email activity above it, and two forwarded invoices: one ready for review with Review invoice, one already a draft with Open draft](https://booksgpt.ai/help/email-invoices/needs-review-2026-10.png)

3. Click **Review invoice**. The invoice form opens filled in from the file. To see the original, click **View** in the panel beside the form, or open **Source & evidence** on a smaller screen.
4. Check **Bill to**, the dates and every line against the file. **Bill to** must be one of your existing customers. BooksGPT never creates one from a file, so add a new customer under **Sales** and **Customers** first.
5. Click **Save draft**. The saved draft opens.
6. Click **Save as final** to record the sale without emailing anyone, since the customer already has it, or **Save & send** to also email it from BooksGPT.

Each saved draft counts toward your plan's monthly invoice limit, if your plan has one. For each check on the review form, see [Create an invoice draft from a PDF or photo](https://help.booksgpt.ai/en/article/create-an-invoice-draft-from-a-pdf-or-photo-1ajjxel/). For sending and recording the payment later, see [Create, send, and get paid on an invoice](https://help.booksgpt.ai/en/article/create-send-and-get-paid-on-an-invoice-92ng65/).

## What your books say now

Say you forwarded invoice 2207, a $1,250 invoice to Lakeside Dental with no sales tax:

- **After you forward it, and after Save draft:** nothing changes in your books. A draft is not a sale yet.
- **After Save as final or Save & send:** income goes up $1,250 (on cash-basis reports, when the payment is recorded), and accounts receivable (what customers owe you) goes up $1,250.
- **When Lakeside Dental pays and you record it:** accounts receivable goes down $1,250, and your bank balance goes up $1,250. If the deposit is already in your bank feed, match it to the invoice so it is counted once.

## If something goes wrong

**The invoice never showed up.** **Recent email activity**, at the top of **[Needs review](https://app.booksgpt.ai/go/invoices/inbox)** and under **Who can email invoices** in Settings, lists files that were not saved and why.

**The sender was not approved.** The owner clicks **Approve sender** on that row, then **Send confirmation**. Once someone confirms from the email BooksGPT sends to that address, new mail from it is accepted. Approving does not bring back the missed email: tick **Also import earlier emails** and choose it before you confirm, or ask for it to be sent again. If the sender is an app or a no-reply address nobody reads, use **Add extra sender** instead, choose the option for a platform that sends directly, and ask for the invoice to be sent again.

**The file could not be read.** Its row, in **Recent email activity** or in the list under it, says why. Click **Dismiss** if the row offers it, then send the invoice again as an attached PDF or clear photo, not pasted in or linked. If it still fails, upload it yourself: on a new invoice, open **More invoice actions** and click **Create draft from file**.

**Someone who should not have the address has it.** A workspace admin clicks **Rotate address** for a new one. Update any forwarding rule, because mail to the old address is not saved. **Revoke** turns the inbox off.