The hidden attachment queue
Many accounts teams receive a supplier PDF, download it to a desktop folder, rename it, open a separate OCR or accounting site, upload it, wait, and then key or review the result. The OCR may save some typing, but the document handling remains manual.
A better flow treats email as an intake adapter. The operator forwards the original message or attachment to a private organisation address. The service validates supported files, creates the documents, stores them and makes their status visible to reviewers.
Use one private address per organisation
In beres, an administrator copies the organisation’s private document email from Settings. Anyone who knows that address can add documents, so it should be treated like a credential: share it only with approved staff or controlled forwarding rules, and rotate it if exposed.
The address should identify the destination organisation without relying on the sender’s email domain. That matters for accounting firms and groups whose staff handle more than one company.
Know what happens to attachments
- Supported formats are PDF, PNG, JPEG and WebP.
- An email can contain up to 20 supported attachments.
- Each accepted attachment becomes a separate document.
- Unsupported attachments do not prevent supported ones in the same message from being accepted.
- Forwarded-message attachments are processed; decorative inline images and signatures should not become invoices.
For a multi-page invoice, the cleanest input is one multi-page PDF. If pages arrive as separate photos, beres may group them automatically when the extraction identifies them as the same document. Manual merge or unmerge is the corrective path, not a mandatory step for every multi-page invoice.
Keep acknowledgement and processing separate
Email delivery should acknowledge that the message reached the intake system, but extraction may finish later. Reviewers should use the Inbox to see whether a document is received, processing, needs review, blocked or ready.
This avoids replying to the supplier thread with internal accounting results and gives the team one place to find failed or incomplete documents.
Forwarding rules can remove the final repetitive click
Once the process is stable, a business can create a narrow mail rule for known supplier invoice mailboxes or an accounts-payable label. Start with manual forwarding during the pilot. Automatic forwarding should only be enabled after confirming that the rule does not capture statements, marketing attachments or unrelated personal data.
Finish at the accounting entry
Email ingestion is useful when it connects to code matching, review and accounting delivery. beres supports SQL Account eStream and ARAP, plus direct API posting to AutoCount Cloud. It is not an email storage product or an LHDN e-Invoice submission service.