If you have given your vendors your company’s Send & Scan address for invoices and receipts, you may find that a vendor sometimes includes other information and/or attachments that you don’t want to miss and that you may want to save and organize. Fortunately, you can easily handle that in Corpay One.
How does Corpay One receive my emails?
When you, a coworker or a vendor sends an email to your company’s Send & Scan address, the email ends up in Bill Pay. You will then be able to view the email in the Emails tab:
Corpay One handles emails sent to both of your company’s Send & Scan addresses (@bills.corpayone.com for invoices and @receipts.corpayone.com for receipts).
What happens when Corpay One receives an email?
First, the email appears in the Emails tab. Here you can see the original email text, subject, sender, date and any attachments. You can also see the text that Corpay One has read from the email in the Processed tab on the individual email:
If the email contains one or more attachments, Corpay One will review them and determine whether they are one of the document types Corpay One supports. If that is the case, the attachments are analyzed as that document type and end up in the Pending tab or the Unpaid tab, depending on your company’s approval rules.
If the email does not contain an attachment but has a document embedded in its body text, you can manually convert the email itself into a supported document. This is often the case with receipts for phone or software subscriptions, where the line items and the total amount are embedded in the body of the email rather than written in an attachment.
If the email contains an attachment that is not a supported document type (in this case, the email will be marked as
Empty), you can also manually convert the attachment to a supported document type outside of Corpay One. Read more about this later in this article.
How to convert an email into a document
1. First, find the email you want to convert in the Emails tab and open the Original email tab. Then click the picture of the original email on the right:
2. You must now choose which document type you want to convert the email to by clicking Convert and then selecting the document type.
3. The email will now be analyzed by Corpay One as the document type you selected.
How to convert an invalid document into a valid document
If you have received an email with an attachment in an unsupported file format, Corpay One marks the attachment as empty (Corpay One supports attachments in JPG, PNG and PDF format).
If the attachment is a supported file type but contains errors, is password-protected or similar, Corpay One will also mark the attachment as empty.
In these cases, the only solution is to download the attachment yourself, convert it another way, and then add it to Corpay One again.
1. To download the attachment, first click the attachment you want:
2. Click Download. You are then free to choose how you want to convert the file before adding it to Corpay One again.
You can also click the Mark as ignored button if you do not want to do anything more with the attachment. You will always be able to download the attachment whenever you want.
What else can I do with emails in Corpay One?
Archiving
You can archive emails and thereby remove them from the overview by clicking the archive button to the right of the email you want to archive:
To see archived emails, use the following filter on the Emails tab:
