Submit bills by email using AP Automation

AP Automation creates draft bills from vendor documents that you email to your Sage-provisioned email address.

You can forward bills in any of the following ways:

• Forward vendor emails that include bills as attachments.

• Send a single email with multiple bills attached.

Each email attachment generates a draft bill. If you are forwarding a vendor email that includes supporting attachments, such as receipts, remove the attachments first. Otherwise, Intacct generates a draft bill for each receipt. Also, if the vendor includes additional information in the body of the email message, make a note of this, as it is not included in the draft bill.

Find your Sage-provisioned email address

When AP Automation is enabled, Sage email addresses are set up for you to use when submitting bills by email. You are assigned a unique email address for the top level, plus one for each entity. These addresses are not editable.

1. Go to Accounts Payable > Setup > Configuration.

   If you have a multi-entity company, view Configuration from the top level to see Bill automation settings.

2. Under Bill automation settings, select Configure next to Email services.

   The Configure Email Services pop-up window opens, showing the list of entities, their default locations, and their provisioned mailboxes. Copy the email address from the Mailbox column for the entity you want to use.

Email a bill for automatic draft creation

1. Forward vendor emails containing bill attachments to the Sage-provisioned email address for the appropriate entity.

   You can forward bills one by one, or forward a single email with multiple bills attached.

   When addressing the email, include a single email address in the To: field and leave the CC: field empty. If you include more than one email address, Sage Intacct will not process the bill.

   Valid email attachments

   Intacct accepts documents that are:

   • PDF, JPG, JPEG, TIFF, HEIC, or PNG files
   • Unencrypted
   • Up to 20 MB in size
   • Fewer than 200 pages in length

   PDF support excludes:

   • Non-standard PDFs, such as PDFs that include JavaScript or embedded files
   • PDF version 1.4 or earlier
   Considerations when sending multiple bills in one email

   Be aware of the following limitations when forwarding a single email that contains multiple bill attachments.

   • Each bill must be a separate file.

   • The file name for each bill must be unique with the batch of bills.

   • The email can have a maximum of 200 attachments.

   • The size of email message and all attachments combined must be less than 40 MB.

   Determine your Sage-provided email address if you do not have admin privileges

   If you or another user used AP Automation to create drafts for this entity before, you can see your assigned email address in the recipient email column in the Bills list.

   In a standard view, filter the Source column for Email. This filter shows bills created from forwarded bills.
   

   AP Automation email addresses use the following format.

   New customers and companies who have opted in for smart email capabilities will see the following format:

   Level	Email format	Example
   Entity	<company ID><entity ID>@ai.sage	Company ID: examplecorp Entity ID: E100 Entity email address: examplecorpe100@ai.sage.com
   Top level	<company ID>@ai.sage	Company ID: examplecorp Top level email address: examplecorp@ai.sage.com

   Existing customers who have not opted in for smart email capabilities will see the following format:

   Level	Email format	Example
   Entity	<company ID><entity ID>@sagemail	Company ID: examplecorp Entity ID: E100 Entity email address: examplecorpe100@sagemail.com
   Top level	<company ID>@sagemail	Company ID: examplecorp Top level email address: examplecorp@sagemail.com

   When determining your email address, do not include spaces or underscores, even if they are present in your company ID.

   Intacct might provision a different email address in one of the following circumstances:

   • If your company ID + entity ID matches an email address already in use

   • If you delete an entity and then recreate it using the same entity ID

   In these cases, Intacct appends an underscore and an incremental number (beginning with 2) at the end of the username.

2. To view drafts created from the emailed bills, go to Accounts Payable > All > Bills in the entity where you emailed the bills.

   If you already have the Bills list open, select Refresh to update the list. To filter the Bills list for drafts, select the Draft bills standard view.

   Unlike uploaded bills, which appear in the list while Intacct is analyzing the content, emailed bills show up after analysis is complete. If you do not see your bills, you might need to allow a little time for Intacct to finish processing.

   About columns in the Bills list that are specific to AP automation

   In standard views, the following columns provide more information about automatically generated bills:

   • Source: Shows whether the bill was created from an upload (through the Bills list) or email. If this field is empty, the bill was either entered directly into Intacct, imported using CSV, or imported using an API.

   • Import exceptions: Alerts you to any issues with the draft. Hover over this field for more information.

   • Recipient email: Shows the Sage-provisioned email address where the bill was sent.

   • Sender email: Shows the email address of the sender.

Next step: Review and post incoming bills from AP Automation

Configure how much detail to include in emailed bills

By default, Intacct summarizes the bill total on a single line when creating draft bills from emailed transactions. You can change the default if you want Sage Intacct to create bills with multiple line items that match the original vendor document.

1. Go to Accounts Payable > Setup > Configuration.

   If you have a multi-entity company, view Configuration from the top level to see Bill automation settings.

2. Under Bill automation settings, select Configure next to email services.

   The Configure email services pop-up window opens, showing the mailbox configuration and the rules you want Intacct to use when creating draft bills from emailed transactions.

3. For Generate each bill with, select the method you want Intacct to use.

   • A single line that summarizes the total: If the bill document contains multiple line items, Intacct creates a single line item in the draft bill. This line item contains the total of all line items in the bill document. This is the default setting.

   • All line items and associated amounts:Intacct creates a line item in the draft bill to match each line item present in the bill document.

4. Select Save in the Configure email services pop-up window.
5. Select Save in Configure Accounts Payable.