What is Inbound Invoice Parsing?
Inbound Invoice Parsing is a feature that lets you set up a dedicated email address specifically for receiving supplier invoices. Instead of having all invoices mixed in with other emails, you can direct suppliers to send invoices to their own separate inbox, keeping your accounts payable workflow clean and organized.
When a supplier emails an invoice to this dedicated address, Ply automatically reads it, extracts the data, and matches it to the right purchase order. No manual uploads needed.
Why Have a Separate Email for Invoices?
Think of it like sorting your mail at home. Instead of everything going into one mailbox, you can have a dedicated box just for bills. Here's why it helps:
Organization
Your purchasing team keeps their inbox for POs and ordering
Your accounting team gets invoices only, without the clutter
No more digging through emails to find a specific invoice
Faster Processing
Invoices arrive automatically without anyone having to upload them manually
Ply reads them immediately and starts matching them to POs
Your team reviews and approves faster
Better Accuracy
Fewer chances for invoices to get lost or sent to the wrong person
Everything flows through one predictable channel
You can track which invoices came in when
Example: Let's say you're an HVAC company.
[email protected] - Handles all your POs with suppliers
[email protected] - Receives ONLY supplier invoices
Your accounts payable person always knows where to look. Suppliers know exactly where to send bills. Everyone's happier.
Who Can Set This Up?
Only certain people in your company can change the invoice email address:
Can edit the email address:
Owners
Admins
Managers
Can see the email address:
Technicians
Team Members (So they can provide it to suppliers if needed)
How to Set Up Your Invoice Email Address
Step 1: Open Settings
Go to Settings in your Ply account
Select Automation
Click on Three Way Match
Find Inbound Invoice Parsing
Step 2: Enter Your Invoice Email
You'll see a field labeled "Invoice inbox address". Here's where you tell Ply which email address should receive supplier invoices.
Option A: Use a Custom Email (Recommended)
Enter a dedicated email address like:
Any address works, choose whatever makes sense for your team.
Option B: Keep Using Your Current Email
Leave the field empty. This keeps everything the same as before, invoices arrive at your regular Ply sending address. No changes needed.
Step 3: Save
That's it. Your new email address is now active.
What Happens After You Set It Up
Once you've entered your invoice email address:
Tell your suppliers: Send them the new email address and ask them to send invoices there instead of anywhere else
Invoices flow in automatically: When a supplier emails an invoice to this address, Ply captures it
Ply reads the invoice - The system extracts key data like:
Supplier name
Invoice number
Items and amounts
PO number (if included)
It gets matched: Ply automatically tries to match the invoice to a purchase order using the PO number
It appears in 3-Way Match: The invoice shows up in your Three Way Match inbox ready for review
Your team approves it: Accounting reviews and approves the match before payment
Important Notes
Using a custom domain is optional
You don't have to set up a new email address. If you leave the field empty, everything works exactly as it did before, invoices just use your regular Ply sending address.
Suppliers need the right address
Make sure all your suppliers know which email to use. If they send invoices to the wrong address, Ply won't capture them automatically and you'll need to upload manually.
You can change it anytime
If you want to switch to a different email address later, just come back here and update it. Changes take effect immediately.
Common Questions
Do I have to use a separate email for invoices?
No. It's optional. If you prefer not to, just leave the field empty and everything stays the way it was. Invoices will still flow through your regular Ply sending address.
Can I change the email address later?
Yes, anytime. Just come back to this page and update it. Your suppliers will need to know about the new address though.
What if a supplier sends an invoice to the wrong email?
Ply won't automatically capture it. You'll need to download it and upload it manually to 3-Way Match. That's why it's important to communicate the correct address to all suppliers upfront.
What email should I use?
Choose something clear and descriptive:
Anything that tells suppliers "this is where we want our bills to go" works fine.
Will my team get notified when invoices arrive?
Yes. When an invoice is received and processed, it appears in your 3-Way Match inbox. You can also set up notifications in your Three Way Match settings.
Can my team members see this email address?
Technicians and team members can see the address (so they can share it with suppliers if needed), but only Owners, Admins, and Managers can change it.
What if I don't have a custom domain?
You can still use inbound invoice parsing. Ply can receive invoices on a default address. Ask our support team if you need help setting this up.
Best Practices
Set it up early: The sooner you activate this, the sooner suppliers can start sending invoices the right way. It saves time from day one.
Communicate clearly: When you switch to a new email, send a quick message to all your regular suppliers with the new address. Include it in your ordering process so new suppliers get it automatically.
Test it first: Ask one trusted supplier to send a test invoice to the new address and confirm it arrives in 3-Way Match before rolling it out company-wide.
Keep it consistent: Don't have some invoices going to one email and others to another. One dedicated address = less confusion.
Monitor the first week: When you first switch over, check in regularly to make sure invoices are arriving and being processed correctly.
What's Next?
Once your invoice email is set up and invoices start arriving:
Review How to Use 3-Way Match in Ply for the full overview of the matching process
Learn about Three-Way Match Auto-Approval to automatically approve routine invoices
Check Understanding Supplier Performance Analytics to track invoice accuracy over time
Still Need Help?
If you have questions about setting up your invoice email address or run into issues, our Support team is here.