> ## Knowledge Base Index > Fetch the complete knowledge base index at: https://help.booksgpt.ai/sitemap.xml > Use this file to discover available pages before exploring further. > Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash). # Email receipts into BooksGPT Most receipts arrive by email: the hardware store, a software subscription, an online order. Each one is the proof behind an expense, so it belongs with your books, not lost in an inbox. Every BooksGPT workspace has its own receipt email address. Forward a receipt there, or have your email forward vendor receipts on their own, and it lands on the Receipts page, read and ready to match to its bank transaction. ## Find your workspace's receipt address Open **All pages** in the left sidebar, then click **Purchases** and **[Receipts](https://app.booksgpt.ai/go/receipts)**. The **Forward receipts by email** card shows the address. Click **Copy**. ![Forward receipts by email with the workspace address and Copy, and Who can email receipts listing members and an approved extra sender](https://booksgpt.ai/help/email-receipts/forward-address-2026-10.png) | Save the address as a contact named something like BooksGPT receipts, so it is one click away when you forward. Each workspace has its own address. A receipt sent to one workspace's address is saved only in that workspace. ## Forward a receipt 1. Send the receipt from the email address you sign in to BooksGPT with. Forward the email with its photo or PDF attached, or forward it as it is when the receipt is the email itself, such as an order confirmation. 2. Open **Receipts**. The receipt has an **Emailed** badge. 3. Link it to its transaction, the same as an uploaded receipt. See [Receipts: upload, match, and your storage limit](https://help.booksgpt.ai/en/article/receipts-upload-match-and-your-storage-limit-hoh9ec/). Each file can be up to 25 MB. Emailing a receipt changes nothing in your books. It saves the file, and linking it attaches it to a transaction as evidence. ### Forward receipts automatically Forwarding a receipt by hand from your own address always works. A rule in your email program that forwards vendor mail automatically may need extra steps: Gmail, for example, first sends a confirmation code to the new forwarding address, and some work mailboxes block forwarding outside the company. If automatic forwards do not arrive, check **Recent email activity** below, forward those receipts by hand, or contact support. ### A receipt in the email text When the receipt is the email itself, BooksGPT keeps the original email and reads a copy of its text. The card has an **Email text** section with **Download original email**. ![An emailed receipt: the Emailed badge, Email text with Download original email, and the transaction it is linked to](https://booksgpt.ai/help/email-receipts/emailed-card-2026-10.png) If BooksGPT cannot read the text, the card offers a way through: **Enter manually** to type the details yourself, or **Upload receipt file** to add a PDF or screenshot of the email. ## Who can send receipts * Every workspace member, from the address they sign in with. * Any other address, once the workspace owner approves it: a shared office inbox, an assistant, or a vendor that sends receipts straight to this address. Mail from anyone else is not saved. It shows under **Recent email activity** instead. ### Approve an extra sender Only the workspace owner can do this. 1. Under **Who can email receipts**, click **Add extra sender**. 2. Type the address in **Extra sender**. 3. For a person's inbox, keep **A mailbox someone will confirm**. BooksGPT emails them a link first. 4. For a vendor or card issuer that emails receipts straight to this address, choose **A vendor or card issuer that sends directly** instead. It is approved at once, with no confirmation email. 5. Click **Add sender**. ![Add extra sender open: an address typed, the mailbox choice selected, and Add sender](https://booksgpt.ai/help/email-receipts/add-sender-2026-10.png) A mailbox shows **Waiting** until its owner opens the email, clicks **Confirm this mailbox**, then **Yes, this is my mailbox**. It then shows **Approved**. The link lasts 72 hours. If the email did not arrive, click **Resend**. **Remove** takes an address off the list. An approved address can also email bills and invoices to their own inboxes in this workspace. ## If an emailed receipt is missing Look under **Recent email activity**, below **Who can email receipts**. It lists emails that were not saved, each with what happened and what to do. ![Recent email activity: a Sender not approved row with Approve sender, and an Address replaced row with Upload a file](https://booksgpt.ai/help/email-receipts/recent-activity-2026-10.png) * **Sender not approved**: the email came from an address that is not a member or an approved sender. For a person's mailbox, the owner can click **Approve sender** on that row. BooksGPT emails that address to confirm, and approval covers future mail. To bring in the refused email too, tick **Also import earlier emails** and choose it, or forward it again once the sender is approved. * For a vendor or card issuer that emails receipts here directly, use **Add extra sender** with **A vendor or card issuer that sends directly** instead. A no-reply address never confirms, so **Approve sender** would not let its receipts in. * **Address replaced**: the email went to an old address. Copy the current one from **Forward receipts by email** and update your forwarding rules. * **No file attached** or **File could not be read**: send the receipt again as a clear photo or PDF. * **Storage full**: the workspace has used its storage. See [Receipts: upload, match, and your storage limit](https://help.booksgpt.ai/en/article/receipts-upload-match-and-your-storage-limit-hoh9ec/) for what to do. Nothing at all under Recent email activity? Check that you sent it to this workspace's address, from the address you sign in with. ## Replace the address If the address leaks and unwanted mail arrives, the owner can click **Replace address** on the **Forward receipts by email** card, then **Replace address** again to confirm. * The old address stops working at once. * Approved extra senders stay approved. * Update every forwarding rule to the new address. ## Related * A vendor bill you still have to pay belongs in the Bill Inbox, which has its own address. See [Vendor Bill Inbox and matching bank payments to Bills](https://help.booksgpt.ai/en/article/vendor-bill-inbox-and-matching-bank-payments-to-bills-telync/). * A customer invoice made outside BooksGPT has an address of its own too. See [Email invoices into BooksGPT](https://help.booksgpt.ai/en/article/email-invoices-into-booksgpt-xw46fs/). * A distributor settlement statement PDF sent here is recorded as one journal entry, not a receipt. See [Record a distributor settlement statement](https://help.booksgpt.ai/en/article/record-a-tcetra-settlement-b34975/).