Expense Inbox — Email or Drop Invoices and Receipts Into Your Books

A private email address and a drop zone for supplier invoices and receipts: each one is read into a draft, waits in the inbox, and becomes an expense or a bill only when you file it.

The Expense inbox collects the invoices and receipts that arrive by email or sit in a downloads folder, so they stop living in your mail. Forward them to your inbox address, or drop the files on the Inbox tab, and each one is read into a draft the same way Receipt Capture reads a photo. Nothing reaches your books until you file it.

It is the Inbox tab of the Expense Center on the website, and Expense center → Inbox on the iPhone and Android apps. Seayora's own operators have one too, for the platform's own Expense Center.

Your inbox address

The address is off until you switch it on: press "Get an address" on the Inbox tab. It is private to your account and is shown only to you.
Anything sent to it with an attached photo (JPEG, PNG, WebP or HEIC) or PDF lands in the inbox, one item per attachment. A message with no attachment is ignored.
"New address" replaces it with a fresh one and the old address stops working at once — use it if the address was shared further than you meant. "Switch off" stops it entirely.
Up to 300 emailed documents a day are accepted per account, each up to 20 MB.

Dropping files

On the website, drop up to ten files at a time on the Inbox tab or choose them from your computer; on the phones, add them from the Inbox screen. The same file sent twice is recognised and kept once.

What happens to each document

It is read straight away into a draft: vendor, date, totals, tax and line items, with every uncertain field flagged — exactly as Receipt Capture describes. A document that could not be read says why and can be read again.
"Review & file" opens the draft in the ordinary expense form, pre-filled. Change anything and save, and the original is attached to the expense as its receipt.
Where your account keeps double-entry books, "File as a bill" creates a supplier bill in the ledger instead. A receipt that was already paid is filed as a paid bill, with the payment recorded from the matching card or bank account, and the message after filing says which account it used.
"Dismiss" sets an item aside without filing it (Restore brings it back); "Delete" removes it and its stored file.

What you are responsible for

Seayora never files anything on its own. An item in the inbox is not an expense, and it does not appear in your reports, your tax figures or your ledger until you file it.
The reader can misread a figure. Check the flagged fields against the original before you file.
Emailed documents are stored with your financial records, and the sender's address and subject line are kept with each item so you can tell where it came from. Do not send documents you would not want kept with your books.

Frequently asked questions

Who can send to my inbox address?

Anyone who has the address. That is why it is off until you switch it on and why "New address" exists: if junk starts arriving, replace the address and give the new one only to your suppliers.

Does forwarding an email file the expense?

No. It puts the attachment in the inbox as a draft. You review it and file it; nothing is posted to your books automatically.

What if a supplier sends the same invoice twice?

The second copy of the same file is recognised and not added again. A re-issued invoice with different contents is a different file, so it appears as its own item — dismiss whichever you do not need.

Can I see the original?

Yes. Open an item to see the file as it arrived, and once filed it is attached to the expense or bill as its receipt.

Related guides

Related features and guides

Receipt Capture — Photograph a Receipt, Finish the Expense — Documentation. How to turn a photo or PDF of a receipt, bill or invoice into a draft expense or bill, what Seayora reads from it, how it matches vendors and categories, and where the draft lands.
The Document Hub — Documentation. One inbox for every receipt, bill and statement — upload, scan on your phone or email documents in, see what was read off each, and file it against the transaction it proves.
Bills & Accounts Payable — Documentation. How to record vendor bills, route them through approvals, and automate accounts-payable steps.
Invoicing, Estimates & Statements — Feature. Create invoices and estimates, send customer statements, and collect payment through the same rails as rent — with everything posting to the ledger automatically.
Bank Feeds & Reconciliation — Feature. Connect bank feeds and reconcile transactions against the ledger, so what the books say and what the bank says actually match.
Pricing Tiers, Tax Quotes & Receipt Capture — Feature. Configurable pricing tiers, tax quoting, late fees, promo redemption, PDF invoices, and OCR receipt scanning that turns a photo into a booked expense.