For optimized management of digital receipts and invoices, these can be forwarded to us directly by email, to a dedicated Qonto address. We pair them with their corresponding transactions automatically in your application, so you no longer need to add them to Qonto manually.
☝️ This feature is available on all plans and only for outgoing payments.
What about paper receipts? If they have been uploaded to your Qonto application after December 2020, they can be stored and certified with the same legal value as your digitised receipts. Read this article to learn more.
How does it work?
When a supplier emails you an invoice or receipt, you can forward it directly to your company’s unique Qonto email address.
You can find this address on your Qonto web application, under Settings > Receipt forwarding.
☝️ Important: Be sure to send these documents from the email address you use in Qonto, as an external address will not be recognized.
Our algorithm detects this information automatically and pairs the receipt with its corresponding transaction. It then magically appears in your Qonto application! As an added bonus, the VAT is detected and applied to the transaction in Qonto automatically 😉
For receipts contained in the email body instead of an attachment (an Uber receipt, for instance), we convert it to a PDF and associate it with the transaction.
Can I use an external or generic email address for managing invoices and receipts?
Yes you can. Additionally, it will allow your employees to forward their expense receipts even if they aren’t Qonto members!
You can set up this process easily:
- Whitelist an email address: In your app settings, simply whitelist the email address you wish to use. Once whitelisted, our system will recognize this address, and any receipts sent from it will be automatically accepted and processed
-
Automatic forwarding: Configure automatic forwarding from the chosen external email address directly to your dedicated Qonto forwarding email address. Thus, your employees can send their receipts to the email address you have designated, which will automatically forward them to your Qonto forwarding email address to import them into your account and associate them with the corresponding payments. 🙌
Learn more about how to set up Gmail to Qonto automation.
This feature is designed to provide flexibility and efficiency in processing all relevant financial documents, regardless of the source email address.
☝️ Note: You can whitelist only one email address at a time in the system.
What are the steps after I submit a receipt to Qonto via email?
Once we’ve received your receipt by email, there are 3 possible scenarios:
-
In the majority of cases, we're confident that the receipt will be paired with its corresponding transaction. We'll send you a confirmation email with a link to your Qonto web app, so you can make changes if necessary.
-
If we have doubts about the matching of a receipt, we'll send you suggestions for potential transactions. All you have to do is click the link provided to select the correct transaction. The suggested receipts are also displayed from the transaction on Qonto.
-
If we're unable to find a transaction for the receipt, we'll let you know by email. In this case, you can either:
-
Retrieve the receipt and match it manually to the right transaction from the Supplier invoice section.
-
Download the receipt and attach it manually from the Transactions section.
Note: If an invoice is forwarded before the transaction is completed, you can still forward us the document. We will pair it with the transaction automatically once it has been completed.