Process Receipts from Emails

Accounting teams often receive receipts by email from employees, crew members and suppliers. Processing these documents manually usually involves downloading the attachment, saving it locally, creating a receipt and entering the information before it can be reviewed.

SquidWeb simplifies this workflow by allowing users to create receipts directly from email attachments. With a single action, the attached document is processed by Octopodi, which extracts the available information and creates a draft receipt ready for review.

This reduces repetitive manual work while keeping users in full control of the approval process.

Requirements

Before processing receipts, ensure that:

• The receipt is attached to an email available in a configured Public Mailbox.
• The attachment is in a supported format (such as PDF).
• Your user has permission to create and review receipts.

Processing a Receipt

Open the email inside the configured Public Mailbox.

From the attachment menu, select Create Receipt with Octopodi.

The attachment is automatically sent to Octopodi for document analysis.

Octopodi extracts the available information from the receipt and creates a draft receipt inside SquidWeb.

Reviewing the Receipt

After processing, the generated receipt is created as a Draft Receipt.

The extracted information is automatically populated, while the original attachment remains available for comparison.

Before the receipt is approved, users can review and edit the extracted information if necessary.

Once verified, the receipt can be approved or rejected according to the company’s accounting workflow.

Notifications

During processing, SquidWeb keeps users informed through the Notification Center.

Typical notifications include:

• Receipt created successfully
• Receipt ready for review
• Receipt not booked
• Processing failed
• Validation warning

Notifications provide quick access to the generated receipt and highlight any actions that require user attention.

Benefits

Processing receipts directly from emails helps accounting teams to:

• Create receipts without downloading attachments
• Reduce manual data entry
• Automatically extract receipt information
• Keep the original receipt linked to the draft
• Review information before approval
• Speed up the accounting workflow

Flexible Workflow

Every company has its own accounting process.

Receipt processing can be adapted to match your organisation’s workflow, including validations, approval steps and additional automations. SquidWeb Support can help configure the process to meet your specific business requirements.

Video Tutorial

Watch the video below to see how to create a receipt directly from an email attachment using Create Receipt with Octopodi.