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Configure an Invoice Email Inbox for Automatic Cost Change Updates

Learn how to set up a dedicated invoice email inbox to automatically forward cost change information to Vori.

Gmail Forwarding Rules for invoice inbox

  1. Log into the inbox that receives emailed copies of invoices.

  2. Click the Settings icon ⚙️ > See all settings.

  3. On the top navigation bar, click Forwarding and POP/IMAP.

  4. In the "Forwarding menu," set up the forwarding inbox to invoices+StoreName@vori.com. (Enter your Store Name).

    • You may need to go through Two-Factor Authentication to complete some of these steps based on your inbox security setup.

  5. Notify Vori that you've set up the forwarding rule.

    • Vori must confirm they want to receive forwarded messages from your specific inbox.

Create a Filter to Forward Only Invoices

Once Vori has approved receiving mail from your inbox:

  1. Go back to Forwarding and POP/IMAP.

  2. Make sure to select Forward a copy of incoming mail to invoices+StoreName@vori.com and keep Gmail's copy in the inbox.

  3. Tap creating a filter!

  4. When the pop-up appears, add invoice as a search parameter and check the box for has attachment → then Create filter.

  5. Check the box for Forward it to: and select the receiving address (invoices+StoreName@vori.com) > Click Create Filter.

Ask Your Vendors to Email Invoices (New System Onboarding)

To ensure Vori receives invoices automatically for cost change processing, you'll need to ask your vendors to email invoices to your designated invoice inbox.

Use the following template to make this request to your vendor contacts. Remember to replace the bracketed placeholders with your specific information.

Vendor Invoice Email Request Template

Subject: Important Request: Updating Invoice Delivery for [Retailer Name]

Email Body:

Hi [Vendor Name],

We are currently onboarding a new Point-of-Sale system and Back Office software, and want to make sure all of our data is accurate and up-to-date in the new system.

To help us with this transition, can you also please email copies of all future invoices to this dedicated email address: [invoice inbox email]? That would be a huge help.

Thanks again for your support,

[store administrator]
[retailer name]
[phone number]

Handle Historical and Duplicate Invoices

Historical Invoices

Creating this filter will only affect future invoices; historical emails will not be forwarded.

  • Retailers will need to manually forward historical emailed invoices for cost change processing.

Duplicate Invoices

If you upload the same invoice (e.g., from both an email and a scanned upload), the system will not recognize it and will not delete it.

  • You can easily delete the duplicate by selecting the three dots next to the invoice and choosing delete.