How to get out of bookkeeping hell.

How to get out of bookkeeping hell.

Luis
by Luis

Online tools that take care of your bookkeeping your receipts are an excellent way to save time and money. They offer a greater degree of accuracy, speed and compliance than manual bookkeeping.

But there’s a missing link, receipt routing. I’m talking about the annoying emails we receive for every purchase that’s made and the need to manually forward them to the automated bookkeeping solution.

Do you still get any mailed paper receipt? I don’t. Modern POS systems like Square or Vend are rapidly gaining market share and they all offer email receipts almost by default. Subscriptions or recurrent-charge services? You most likely get those by email nowadays.

Paper receipts are doomed. That means more of these emails cluttering your inbox.

With Missive you can easily automate forwarding. You just need to create rules and let the app do the work in the background.

There are two ways to do this.

Option 1: Use a universal billing email for all purchases.

Create a receipts@yourcompany.com email address and use it as the billing email address for every purchase you make or subscription you use.

In Missive, create an incoming rule for email and configure it like this:

Here are the To addresses of the most popular bookkeeping SaaS:

  • Quickbooks - receipts@quickbooks.com
  • ReceiptBank - youraccount@receiptbank.me
  • Expensify - receipts@expensify.com
  • Concur - receipts@concur.com
  • Wave - (forwarded emails might not be supported, contact them for details)

NoteAll bookkeeping solutions require you to forward from the email address that’s associated with the account.

Option 2: Create a rule to catch all electronic receipts

If it proves too challenging to change all the billing emails to the universal receipt address then this is the option for you.

Companies use the same content structure, wording and email address month after month when sending receipts. So you can create a rule based on these constants.

For example, take a look at this receipt from Missive.

As you can see, the Subject is “Your receipt from Missive #1234-1234” and the From address is support@missiveapp.com

So you can setup a rule that looks like this:

Here’s another example, now with a Square receipt from a physical store.

As you can see the From is receipts@messaging.squareup.com and the Subject starts with "Receipt from". So you can add conditions to existing rules, like this:

This type of rule needs very little maintenance, you just need to add a new condition whenever you get a new subscription or purchase from a new merchant.

Here are the To addresses of the most popular bookkeeping SaaS:

  • Quickbooks - receipts@quickbooks.com
  • ReceiptBank - youraccount@receiptbank.me
  • Expensify - receipts@expensify.com
  • Concur - receipts@concur.com
  • Wave - (forwarded emails might not be supported, contact them for details)

NoteAll bookkeeping solutions require you to forward from the email address that’s associated with the account.

Bonus

To keep your inbox nice and tidy add the next additional actions to the rule.

  • Apply labels to easily bundle up receipts. For example create a shared label named Receipts and share it with the Finance department.
  • Remove from everyone’s inbox.
  • Close the conversation.
  • Silence notifications. Unless you need to be notified for every receipt that arrives.


We hope this helps save some time and augment the automation level of your bookkeeping process!

Luis
Luis Manjarrez

Growth at Missive
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