> ## Documentation Index
> Fetch the complete documentation index at: https://docs.smartbills.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Receipt Forwarding

> Capture receipts automatically via email forwarding, Outlook add-in, mobile scanning, and email inbox integration

## What is Receipt Forwarding?

Receipt forwarding is the process of getting receipts into Smartbills without manually uploading files. Smartbills provides several automated and semi-automated methods for capturing receipts: email forwarding to a unique address, the Outlook add-in sidebar, mobile camera scanning, and direct email inbox integration. Each method feeds receipts into the OCR pipeline, which extracts the vendor, amount, date, and other details automatically.

## How It Works

<Steps>
  <Step title="Capture">
    A receipt enters Smartbills through one of the supported channels: email forward, Outlook add-in, mobile scan, or email inbox sync. The receipt can be an image (JPEG, PNG), a PDF, or an email with attachments.
  </Step>

  <Step title="OCR Processing">
    Smartbills' OCR engine analyzes the receipt and extracts key data: vendor name, transaction date, total amount, subtotal, taxes, currency, and individual line items when available. The accuracy depends on the quality of the image and the format of the receipt.
  </Step>

  <Step title="Expense Creation">
    A new expense is created with the extracted data pre-filled. The expense appears in the user's Expenses (for individual forwarding) or in the Business Expenses (for shared forwarding addresses).
  </Step>

  <Step title="Review and Complete">
    The user reviews the extracted data, corrects any errors, assigns a category and department, and adds any required information such as a business purpose or project code.
  </Step>
</Steps>

## Receipt Capture Methods

### Email Forwarding

Every Smartbills user receives a unique forwarding email address (e.g., `receipts+user123@in.smartbills.io`). When you forward a receipt email to this address, Smartbills processes the email and creates an expense.

* **How to find your address**: Go to your Expenses and look for the forwarding address in the settings or header area
* **What to forward**: Forward the original receipt email. Smartbills will process both the email body and any attachments (images, PDFs)
* **Multiple receipts**: If an email contains multiple receipt attachments, a separate expense is created for each one
* **Company forwarding**: Organizations can also configure a shared forwarding address that routes to the Business Expenses

### Outlook Add-in

The Smartbills Outlook add-in adds a sidebar to your Outlook client (desktop and web). When you receive a receipt email, you can forward it to Smartbills directly from the sidebar without leaving Outlook.

* **One-click forwarding**: Select an email and click "Send to Smartbills" in the sidebar
* **Preview before sending**: The add-in shows a preview of the extracted data before creating the expense
* **Works with attachments**: The add-in handles both inline receipt images and file attachments
* See the [Outlook Add-in Guide](/integrations/outlook) for installation and setup

### Mobile Scanning

The Smartbills mobile app (iOS and Android) includes a camera scanner optimized for receipts.

* **Real-time capture**: Point your camera at a receipt and the app detects the edges, adjusts for perspective, and captures a clean image
* **Batch scanning**: Scan multiple receipts in succession without returning to the main screen
* **Offline support**: Receipts scanned offline are queued and uploaded when connectivity is restored
* See the [Mobile App Guide](/guides/mobile/scan-receipt) for details

### Email Inbox Integration

For organizations that want fully automated receipt capture, Smartbills can connect directly to a Gmail or Outlook inbox.

* **Auto-import**: Smartbills monitors the connected inbox and automatically imports emails that contain receipts
* **Filter rules**: Configure rules to control which emails are imported (e.g., only emails from specific senders or with specific subject lines)
* **No forwarding needed**: Once connected, receipts are imported without any manual action
* See [Settings: Email Accounts](/guides/web-app/settings/email-accounts) for setup instructions

## OCR Data Extraction

When a receipt is processed, Smartbills extracts the following fields:

| Field              | Description                                           | Accuracy    |
| ------------------ | ----------------------------------------------------- | ----------- |
| **Vendor Name**    | The merchant or business name from the receipt header | High        |
| **Date**           | The transaction date                                  | High        |
| **Total Amount**   | The final total including taxes                       | High        |
| **Subtotal**       | The pre-tax amount                                    | Medium-High |
| **Taxes**          | Tax amounts broken down by type (e.g., GST, HST, PST) | Medium-High |
| **Currency**       | The currency of the transaction                       | High        |
| **Line Items**     | Individual products or services listed on the receipt | Medium      |
| **Payment Method** | Credit card type or last four digits if shown         | Medium      |

<Note>
  OCR accuracy depends on receipt quality. Clear, well-lit photos of printed receipts yield the best results. Handwritten receipts, faded thermal paper, and low-resolution images may require more manual correction.
</Note>

## Key Terminology

| Term                   | Definition                                                                               |
| ---------------------- | ---------------------------------------------------------------------------------------- |
| **Forwarding Address** | The unique email address assigned to each user for forwarding receipts to Smartbills     |
| **OCR**                | Optical Character Recognition: the technology that reads text from receipt images        |
| **Auto-Import**        | The automatic retrieval of receipts from a connected email inbox                         |
| **Batch Scanning**     | Scanning multiple receipts in a single session using the mobile app                      |
| **Inbox Integration**  | A direct connection between an email account and Smartbills for automated receipt import |

## Roles Involved

| Role           | Responsibility                                                                                            |
| -------------- | --------------------------------------------------------------------------------------------------------- |
| **Employee**   | Forwards receipts via email, scans receipts with the mobile app, reviews extracted data                   |
| **Admin**      | Configures shared forwarding addresses, sets up email inbox integrations. Requires that access permission |
| **Accountant** | Reviews and corrects OCR-extracted data on company inbox expenses                                         |

## Related Guides

<CardGroup cols={2}>
  <Card title="Mobile Scanning" icon="mobile" href="/guides/mobile/scan-receipt">
    How to scan receipts with the Smartbills mobile app
  </Card>

  <Card title="Outlook Add-in" icon="envelope-open-text" href="/integrations/outlook">
    Install and use the Outlook add-in for receipt forwarding
  </Card>

  <Card title="Email Accounts" icon="at" href="/guides/web-app/settings/email-accounts">
    Connect your email inbox for automatic receipt import
  </Card>

  <Card title="Expenses" icon="receipt" href="/guides/concepts/expenses">
    Learn about the full expense lifecycle after receipts are captured
  </Card>
</CardGroup>