Email Inbox

Import Invoices via Email

Forward invoices directly to your personal Lumabill address -- the AI automatically recognizes attachments, extracts the data, and creates draft expenses. No more manual uploading.

Requirements: The email inbox requires a PRO subscription and the AI module enabled. Activate both under Settings > Subscription.

Setup

Step 1: Generate Your Email Address

Go to Email Inbox in the navigation menu and click Set Up Email Import. Lumabill generates a personal address in the format:

abc123xyz@inbox.lumabill.ch

This address is unique to your profile and serves as your personal invoice inbox.

Step 2: Copy the Address

Click the copy icon next to the address to copy it to your clipboard.

Step 3: Forward Invoices

When you receive an invoice by email, simply forward it to your Lumabill address. The email is processed within 1--2 minutes.

How Processing Works

When an email arrives, the following happens:

1. Detect attachments -- Lumabill extracts all PDF and image attachments from the email.
2. AI analysis -- Each attachment is analyzed by AI. Invoices and receipts are recognized; irrelevant documents (cover letters, terms & conditions) are skipped.
3. Create draft expense -- For each recognized invoice, a draft expense is automatically created with: amount, date, vendor, category, and the receipt attached.
4. Review draft -- Drafts appear in your expense list with a "Draft" badge.

Managing Drafts

Imported expenses are saved as drafts -- no journal entries are created until you confirm the draft.

Confirming a Draft

Go to Expenses and open a draft. Review the details and click Confirm. Depending on your bookkeeping mode:

• Simple bookkeeping: The expense is marked as paid and a journal entry is created.
• Double-entry bookkeeping: A journal entry is created and the expense remains unpaid until payment is recorded.

Rejecting a Draft

If a draft is incorrect, you can simply delete it.

Optional Settings

Copy-to Email

You can specify an email address where all received emails are forwarded as a copy. Useful for keeping an overview in your regular inbox.

Disable Inbox

Turn off the inbox at any time if you no longer want to receive emails. Your existing address is preserved.

Regenerate Address

If you suspect your address has been compromised, you can generate a new one at any time. The old address is deactivated immediately.

AI Quota

Each processed attachment uses 1 AI credit. If your monthly quota is exhausted, remaining attachments are marked as failed. You can retry processing after the quota resets.

Supported File Formats

Handling Multiple Attachments

When an email contains multiple attachments:

• Each attachment is analyzed individually.
• Invoices and receipts are created as draft expenses.
• Cover letters and irrelevant documents are automatically skipped.
• For duplicate amounts (e.g., invoice + receipt for the same transaction), only one expense is created.

Troubleshooting

Email doesn't appear

• Wait 1--2 minutes -- processing takes a moment.
• Click Refresh in the inbox to load the latest messages.
• Check that the inbox is enabled.

Attachment not recognized

• Only PDF and image formats are supported.
• Make sure the attachment is not password-protected.

AI quota exhausted

Remaining attachments are marked as failed. After the monthly reset, you can retry processing the message.

What's Next?

• Tracking Expenses -- Learn more about manual expense entry.
• Receipt Scanning -- Alternatively, upload receipts directly.
• Managing Vendors -- Link recognized vendors to your directory.