Email to Payable Overview

Email to Payable provides an easier way to create Payables using a Salesforce email service. When a vendor emails you an invoice, a Payable is automatically created in Accounting Seed.

The feature lets you share a dedicated AP email address with your vendors. That address can be a vanity email (e.g., ap@yourcompany.com) with a forwarding rule, or managed internally so your AP team controls exactly what enters your org. When a vendor emails an invoice to that address, the system automatically creates a Payable and attempts to match it to a Vendor based on the Primary Contact’s email address on the Vendor record.

New Payables are created in a “Draft” Posting Status, which allows the record to be saved without a Payee Reference. Once the Payee, Issue Date, and Payee Reference fields are completed and at least one Payable Line is added, the status automatically updates to “In Process.”

The Payable opens with the Advanced Line Manager ready for your first line entry. Attached invoices are accessible in the Related Documents component (also called the “File Preview Carousel”) for easy review as you enter lines. If multiple files are attached, the first file displays as the default; you can click through the attachments to select the correct invoice and set it as the default. The original vendor email is also saved to the Activities tab for reference.

Note: If you use AI Invoice Capture, the Payable can be captured or auto-captured to populate Payable Lines.

Related articles:

• Using Email to Payable
• Email to Payable Configurations

AI Invoice Capture Overview

AI Invoice Capture uses artificial intelligence (AI) and optical character recognition (OCR) to automatically extract data from vendor invoices and import it into Accounting Seed as Payable records and Payable Lines. It works with typed and computer-generated invoices, including those with handwritten annotations such as discount amounts. Invoices must currently be in English.

How It Works

AI Invoice Capture processes invoices attached to a Payable record. You can configure it to run automatically for some or all of your vendors, or run it manually on individual Payables. When an invoice is captured for the first time, you review the extracted data and field mappings before approving. Once approved, Accounting Seed creates the Payable Lines and updates the Payable header automatically.

AI Invoice Capture learns over time. It remembers the mappings you approve and applies them to future invoices from the same vendor. It also learns from your posted Payables to predict how you categorize expenses, improving accuracy the more you use it. For details on which fields are captured and predicted, see the Captured Data and AI Predicted Fields section of the Using AI Invoice Capture article.

Using AI Invoice Capture with Email to Payable

Email to Payable and AI Invoice Capture can be used independently, but together they form a powerful end-to-end automation: Email to Payable creates a new Payable and attaches the emailed invoice, then AI Invoice Capture reads the attachment and populates the Payable Lines—fully automating the initial steps of your AP process.

Related articles:

• Using AI Invoice Capture
• AI Invoice Capture Configurations