Run a Daily Email Invoice Intake Queue

Practical answer: Move eligible attachments from supplier email into review without using unread status as bookkeeping workflow.

An unread email is a communication state, not evidence that an invoice is new, valid or reviewed. A separate intake queue gives every attachment an explicit document outcome.

Define eligible messages and attachments

Limit intake to expected suppliers, supported attachments and the mailbox scope needed for the workflow. Preserve sender, subject and message date only when they help trace the source.

Check document role and duplicate status immediately

Distinguish invoices, statements, quotes and non-financial PDFs. Compare invoice number and source before accepting forwarded or resent attachments.

• Assign failed files to a visible exception.
• Keep mailbox permissions no broader than necessary.
• Move accepted records through review outside email.

Close the daily queue with ownership

Every imported document should be accepted, rejected or assigned for follow-up. Leaving ambiguous attachments in a permanent pending pile recreates the inbox problem elsewhere.

Daily email intake close

• Eligible mailbox and attachment rules are documented.
• Invoice role and duplicate status are reviewed.
• Failures and questions have an owner.
• Completion status is maintained outside unread email.

Questions people ask in this situation

Should every PDF attachment be imported?

No. Statements, brochures and terms may not represent payable invoices. Confirm document role first.

Can the source email be deleted?

Follow the business retention and mailbox policy, ensuring the accepted attachment and necessary context remain traceable.

Where AI Expense fits

AI Expense can import supported invoice attachments into the same recognition and review flow used for uploads, with source-aware search and statuses.