Record Transactions via Email

Acxite is a complete accounting software that helps you manage your finances with ease. You can handle ledgers, prepare reports, and stay compliant with tax requirements such as MTD, all in one place. What makes Acxite even more powerful is that it uses Receipt Bot’s automation features to handle your documents.

To use this feature, you first need to create a business in Receipt Bot and then import it into Acxite. Once your Receipt Bot business is linked, you can take advantage of the Receipt Bot email auto-forwarding option to record transactions automatically.

The setup starts in Receipt Bot. When you create a new business, the system gives you a unique email address in the format: your_business_short_name@app.receipt-bot.com

This email belongs only to your business. Any invoices, receipts, or statements you forward to this address will be uploaded to Receipt Bot, processed for data extraction, and then synced with Acxite.

To find your document inbox email, go to your Receipt Bot Dashboard, open the Key Bookkeeping Information section, and copy the email address shown there. You will use this when setting up auto-forwarding in your Gmail account.

Setting Up Auto-Forwarding from Your Email

To save time, you can set up auto-forwarding from your Gmail account so that important emails go straight to your Receipt Bot inbox. This way, you don’t need to forward them one by one, and Acxite can start recording your transactions automatically.

Here’s how you can do it:

Step 1 – In Receipt Bot, navigate to the Business Dashboard, locate the Key Bookkeeping Information section, and copy your document inbox email address.

Step 2 – Open Gmail, click the Settings icon in the top-right corner, and select See all settings.

Step 3 – Go to Forwarding and POP/IMAP, click Add forwarding address, paste the inbox email you copied from Receipt Bot, and click Proceed.

Step 4 – Switch back to Receipt Bot, open the Document Management page, and look for the confirmation code sent from Google.

Step 5 – Copy the confirmation code from the email and paste it back into Gmail.

Step 6 – Click Verify to complete the setup.

If you don’t receive the confirmation code, you can contact the Acxite support team for help.

Once this is done, Gmail will automatically forward your documents to Receipt Bot. The data will be extracted, and Acxite will create the transactions for you.

Apply Filters in Gmail

Forwarding all of your emails isn’t ideal because you might end up sending irrelevant messages to Acxite. That can use up your credits unnecessarily. To avoid this, you can apply filters so that only relevant emails, such as invoices and receipts, are forwarded.

Here’s how you can set up filters:

Step 1 – In Gmail settings, go to Filters and Blocked Addresses and create a new filter.

Step 2 – Enter criteria such as keywords (invoice, bill, receipt) or specific email addresses (like your vendors). You can also use the word OR to combine multiple keywords. For example, entering invoice, bill, OR receipt will forward any email that includes one of these words.

Step 3 – On the next screen, choose Forward it to: yourbusiness@app.receipt-bot.com and click Create filter.

You can also add a Gmail label, for example, “Acxite”, so you can easily see which emails are being forwarded.

Documents Auto-Forward to a Specific Module

By default, the system will upload the document as a Purchase Invoice, and its auto-classification feature will re-classify the document if required to the relevant module.

You can apply your own settings by adding specific keywords in the email subject, allowing documents to be uploaded to the relevant module.

• If the email subject contains the term Revenue, then the document will be uploaded to Receipt Bot in the Sales Invoice Module.
• If the email subject contains the term Bank Statement or Card Statement, then the document will be uploaded to the Receipt Bot Bank & Card Statement Module.

Limitations of the Email Forwarding Feature

• Acxite can only read documents that are in the email body or forwarded as a direct attachment. It cannot download documents from links that are present in the email.
• The system cannot read password-protected documents. To upload such documents, please remove the password. Otherwise, the document will be sent back as a reply to the user who sent the email or to the account owner.
• The Auto-forwarding feature will only apply to your future incoming emails. For any past emails that you need to upload, please manually select the specific emails and forward them to your Acxite document inbox.

Frequently Asked Questions

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