The inbox is an intuitive, inbound-only file sharing tool designed to streamline document management while saving time and reducing or eliminating paperwork.
Once you add documents to your inbox, you can use them to create new bills, or associate to existing bills, invoices, payments received, vendors, or customers.
We give you a unique inbox email address that you can provide to vendors and customers. They can email bills and invoices directly to your inbox for you to process.
All users can upload to the inbox, but only users with Use Inbox permissions can setup the inbox, and see or process documents after uploading.
When a user with Use Inbox permissions clicks Inbox for the first time, the following page is displayed:
Setting up the inbox email address
By default, the inbox email address will be firstname.lastname@example.org. For example: Acme and Company will be assigned the inbox email address email@example.com. You can update the Inbox email address by taking the following steps:
- Click Inbox in the left navigation pane
- Under Start using the inbox, click edit next to the current inbox email address
- Enter the new Inbox email address, using a minimum of eight (8) characters in front of the @bill.com domain
- Click Save
Provide this email address to your vendors so bills can now be sent directly to the Bill.com account.
Tip: If you setup an internal business email address for this process, set up auto forwarding from that inbox to the Bill.com email to avoid changing your vendor's process.
Bringing in documents
All users can upload documents to the inbox, but only users with Use Inbox permissions can see or process those documents after uploading. You can bring documents into the Bill.com inbox four (4) different ways:
Email: Email the document to the Bill.com inbox email address
Drag and drop: Locate the document on your computer and drag the document into the Drag and drop box
Browse your computer: Click Browse your computer, locate and select the document, click Open
Fax: Fax the document(s) to the inbox fax number
The time and date each document arrived to the inbox will on the top right of each document document
Setting inbox Preferences
Grid view and List view
When you first open your inbox after setup, you will see a tip, letting you know you can choose between our list view inbox and our grid view inbox. You can change this at any time by clicking the view you'd prefer in the top right corner of the inbox. Check out the differences between the two here.
Email Content and Attachments
After uploading or receiving your first document, you will see an inbox preference popup, asking how you'd like to handle incoming emails that have a message in the email body (you can change this later if needed, steps below).
- Bring attachments and email messages into the inbox as individual documents: emails with content in the body will be in the inbox as separate documents
- Only bring in attachments (disregard email messages): anything entered into the body of the email will be ignored, and only attached documents will be shown in your inbox
The first time you click Enter Bill on a document with more than one page, you will see the option to select your preference to attach all pages, or just the first page of multi-page documents to bills by default (you can change later if needed, steps below).