Invoice receipt by email and inbox

Invoice receipt by email and inbox
In this section, you will see how the email invoice receipt channel works in Dost, how to set up your inbox, and what to do when documents do not arrive or are not processed correctly.
This channel is the most widely used by accounts payable teams, as it allows suppliers to send their invoices directly to the Dost portal without any manual action from the user.

How does email receipt work?
Dost provides you with a dedicated email address for each configured account or company. When a supplier sends an invoice (in PDF, image, or XML) to that address, Dost receives it automatically and processes it as a new document.
No one on the team needs to download the attachment and upload it manually: the process is fully automatic from email receipt to the document appearing in the Documents section.

How do I get my account email address?
The Dost incoming email address is configured during the onboarding process. If you do not know it or need to set up a new inbox, follow these steps:
Go to the left-hand menu and access Settings > Integration.
In this section, you will find the email address assigned to your account.
Communicate this address to your suppliers so they can send their invoices directly to Dost.

💡 If you need to set up a new inbox or add an additional email address for another company or cost center, contact the Dost team or your account manager.

Why are invoices not arriving in the inbox?
If a supplier confirms they have sent the invoice but it does not appear in Dost, check the following:
Verify that the supplier sent the email to the correct Dost address, not to your usual corporate email.
Check whether the email arrived with an unsupported format: Dost processes attachments in PDF, images (JPG, PNG, TIFF), and some XML formats. It does not process Word or Excel documents as invoices.
Check whether the email was blocked by anti-spam filters. In that case, coordinate with your IT team to add the Dost domain to the list of allowed senders.
Verify the inbox configuration status in Settings > Integration. If an authentication error warning appears, you will need to re-authorize the connection.

Why do duplicate documents appear from email?
Email duplicates usually have one of these causes:
The supplier has sent the same invoice more than once, for example as a follow-up due to lack of response.
The invoice was sent both by email and uploaded manually by someone on the team.
Several people are configured to receive the supplier’s invoices, and all of them have forwarded it to the Dost inbox.

To manage duplicates, see Duplicate document management (Duplicate document management) or review the anti-duplicate settings in Settings > Document > 'Other' tab (Advanced document options [Other tab]).

Best practices
Communicate the Dost email address directly to suppliers and make sure they use it consistently. A clear receipt policy reduces duplicates and manual work.
Do not forward invoices to the Dost inbox if you already know the supplier has sent them directly: this will generate unnecessary duplicates.
If you have several branches or companies in Dost, verify that each one has its own inbox address and that suppliers are sending to the correct one.
If you change your Dost inbox email address, update the information with all your suppliers as soon as possible to avoid interruptions.