The inbox is an inbound-only file sharing tool designed to streamline document management while saving time and reducing or eliminating paperwork. 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.
Once you add documents to your inbox, you can use them to:
- Create new bills
- Associate to existing
- Payments received
All users can upload to the inbox, but only users with Use Inbox permissions can setup the inbox, edit preferences, and see or process documents after uploading.
- Set or change your inbox email address
- Set or change your inbox Preferences
- Bring in documents
- Supported file formats
- Process documents from the Inbox
- Delete documents from the inbox
- View documents in history, restore, or unassociate
- Order a backup DVD of all documents
- Troubleshoot issues uploading a file to the inbox
- Handle spam in your inbox
- Things to know
Set or change your 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.
Edit your inbox email address
From the inbox page
- Click Edit next to the current inbox email address
- Enter new inbox email prefix
- Click Save
Set or change your 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.
Edit your preferences at any time
- Click Settings
- Click Inbox
- Hover over Details, click Preferences
Bring 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
Supported file formats
Documents can be stored as any file format in Bill.com. The file types that will show a preview in your inbox are:
- Adobe PDF (version 5.0 or later)
- If the pdf is password protected, a preview will not be available. We suggest not using password protected files as a best practice.
- Microsoft Word (version 97 & 2003 or later)
- PowerPoint (version 97; 2003 or later)
- Excel (version 97; 2003 or later)
There are times when a PDF does not display an image. We work with a 3rd-party vendor to process this image conversion and will continue to improve the process so that the impact of this issue is limited.
- Document needs to be less than 25MB in size
- For files with more than 250 pages, preview will only be available on the first 250 pages
- Documents/attachments can be stripped of data when they are auto forwarded to the inbox. It is recommended to email the document directly to the inbox.
- Any files arriving to the inbox as logo type files will be automatically filtered to the inbox history tab
Process documents from the inbox
There are multiple options when processing a document from the Bill.com inbox.
Create a new
- Vendor credit
- Payment received
- New document for
- Payment received
Add to an existing
- Vendor Credit
- Vendor document
- Company document
Document order and splitting
Scan multiple invoices for different vendors all at once. Separate them as you create bills:
- Click the document you'd like to use in your inbox
- If this a multi-page document and you have not set a default preference, you will see a popup to set your preference to attach all pages by default, or just the first page. You can set your selection to be the default, and this can be changed later.
- You select which pages to include by clicking All or None next to associate to bill to include all/none, or check the box per page to select individual pages
- Check Associate to bill for each page you'd like to include
- Any pages not included will be available to use later
- Select the action you'd like to take:
- Click Enter Bill to create a new bill
- Click another option to select Add to Existing bill, New document, etc.
- Select Add to recent to quickly associate one or more pages to one of the last 5 most recently created bills.
- Complete bill details (or document, etc.)
- Click Save and close, or Save and next if creating a bill
- Click save and next to save a bill, and the next unassociated page will open in the bill creation window
- If all pages have been associated, the next unprocessed document in your inbox will open
Once you have saved a bill, you can edit that bill and Reorder the pages within the attachment if needed:
- Use arrows to move selected pages up or down
- Drag to re-order the pages
- Enter a page # to move the selected page to the right order
- Click Apply to see the re-order reflected immediately.
Delete documents from the inbox
When deleting documents from the inbox, we will ask you to confirm you'd like to delete the item, but you can select not to have to see that confirmation each time if you'd like.
Delete inbox items
Select one or multiple items to delete all at once by clicking the trash can icon or Delete if on the Grid view.
Delete a page from a multi-page document
Enter the page number or navigate to the page with the arrows and click the trash can icon to delete the page.
Delete an attachment
If you have your inbox set to list view and want to delete an attachment from an email with multiple attachments, click the attachment thumbnail and then the trash can icon on the attachment.
View documents in history, restore, or unassociate
Every document to ever arrive to the Inbox is stored in Inbox history, regardless if it was subsequently deleted, added to a bill, etc. Documents cannot be permanently deleted from history. You can restore (undelete) these documents, or remove them from a bill, vendor, etc. (unassociate) from the Inbox history, which will move the document back to the Inbox for processing.
Note: You must have Use Inbox permissions to view and edit documents in the Inbox, or Inbox history
- Click Inbox
- Click History tab
This view displays the Files History, which lists every document sent to the Bill.com Inbox, again, including deleted documents. Also show are the details including: Added By (user, email address, etc.) File Name, Added On (date), number of pages, and File Size. From either view, you can then filter the view to see a specific time period:
- To restore the document, click on the document name, and undelete:
- To remove the document from a bill or record, click on the document name, and unassociate:
Order a backup DVD of all documents
A backup copy of the data in the Bill.com account is available by request from an Administrator on the Bill.com account. A DVD of data contains bill documents and canceled checks that have been processed in Bill.com.
Cost and shipping details
The cost is $50.00 per Bill.com account for records on DVD. The order typically ships from Bill.com within 14 business days of the request. However, due to shelter-in-place orders tied to the current COVID-19 pandemic, please anticipate delays in the processing of your DVD order requests.
When the DVD order is received, a charge is processed to the credit card associated with the Bill.com account.
Before you order
To make sure the information for your DVD is correct:
- Process all documents in the Bill.com Inbox
- Confirm that all check payments have cleared
- Confirm that the check images have been uploaded to the Bill.com account
Click this link to open the DVD Order form to submit your request.
Note: The request must be submitted by an Administrator on the Bill.com account.
What is included on the DVD
The following sections are sorted by create date:
- Vendor & Customer Bills & Invoices: Original File, Created Date, Vendor, Invoice Number, Amount (in the original format it was uploaded)
- Vendor Credits: Original File, Created Date, Vendor, Ref Number, Amount (in the original format it was uploaded)
- Checks Images: Vendor Name, Payment Amount, Check Number, Check Date (in PDF format)
How the data is presented on the DVD
- To access the information on the DVD, a randomly-generated password is emailed to the requesting Administrator on the request ticket when the DVD is shipped
- Files are sent in compressed .zip files, you will need a program that can open those types of files
- One Folder for Documents
- One Folder for Cleared Checks
- Index (searchable links to documents)
Troubleshoot issues uploading a file to the inbox
Any file sent to the Bill.com Inbox must be smaller than 25 MB. If a file is larger than 25MB, look at ways to reduce its size before sending the file to the Bill.com Inbox.
Note: We are aware of a current issue with PDF files not showing a preview though they are not larger than 25MB, which is due to one or more corrupt pages in the document. We are working on a permanent solution, but for now, please download the file to view.
Common issues and suggested solutions
If a pdf is password protected, a preview will not be available, and the file itself may not be accessible. We suggest not using password protected files as a best practice.
Review the file to see if it is unnecessarily high-definition or has dimensions that are needlessly large. Consider reducing the resolution to maintain a reasonable fidelity, but allows for a reduction in the file size.
By default, most scanners will scan documents at 300 DPI (Dots Per Inch). Depending on the number of pages, this can create a file size greater than 25MB. Decreasing the scanner's DPI setting to 100 DPI will create smaller files without a loss of quality.
Check the file for images. Too many images can dramatically increase the file size of a document. Consider removing unnecessary images or pages from the document to reduce the file size.
Review the file for color. If possible, try scanning in black-and-white rather than color. This will reduce file size.
Review the number of pages. There may be a large number of pages in the file. You may need to split the document into multiple documents so that each set of pages is below the 25MB limit. You can then add multiple documents to a customer, vendor, or bill.
Review the file type. Generally speaking, files meeting the above criteria that are of types: .pdf, Word files (.doc, .docx, etc), Excel files (.xls .csv, etc), .txt, .gif, .png, .jpg and .jpeg will reliably upload.
Regardless of the file-size of a given document, the Bill.com Inbox cannot process documents that are more than 250 pages long. To upload a longer document, split it into multiple documents so that each section has less than 250 pages.
Handle spam in your inbox
To ensure that all documents are delivered into the Bill.com Inbox, we do not filter any emails sent to the Inbox email address. If spam arrives to the Bill.com Inbox, you can attempt to unsubscribe from future emails.
If using the Inbox with preview, use Mark as spam and we will make attempts to limit these emails in the future. If using the Inbox with thumbnails, Mark as Spam is not available. Contact Customer Support to upgrade the Inbox to use this feature.
Mark as spam
- On the Inbox page, locate the document to mark as Spam
- Click More actions
- Click Mark As spam
- Click Yes to confirm
Once a document is deleted from the Inbox, it is not recoverable. If the document is needed, it will need to be sent into the Inbox again.
Tip to prevent spam
An Inbox email address with a single simple word, for instance Payables@bill.com, tends to be easy for spammers to find and add to their blasts. To reduce the chance of spammers blasting messages to the Bill.com Inbox, we recommend using a more complex Inbox email address that is unique to your company, but still familiar to your vendors and customers. You can update the Inbox email address to something specific, like YourcompanyPayables@bill.com. The Inbox email address must have at least eight characters in front of the @bill.com domain. Ideally, your company's Bill.com Inbox email address will have even more characters than that, adding to the complexity.
Things to know
- Users without Use Inbox permissions will see the inbox, but it will be a limited view. They can browse and upload, drag and drop, or email documents to the inbox. Once uploaded, they will not see the document in the inbox, but a message that lets them know the document was uploaded successfully. Users with permissions can then process the document as needed.
- Bill.com allows for each document to be associated with one bill or item only. If needing to create multiple bills with the same document, send the same document to the Bill.com Inbox multiple times for each bill as needed.