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Learning Path 3 · Receive Inventory from POs or Invoices

Receiving Invoices
via Email

Instead of manually uploading invoices, you can receive them directly by email — either by having suppliers send invoices straight to your location's dedicated address, or by forwarding invoices from your inbox.

01

Open Email Import

In Toast Inventory, navigate to Settings → Email Import.

02

Enable Email Import

Toggle Enable next to Invoice email address. Toast will generate a dedicated email address for your location — something like [email protected].

This address is unique to your location. Any invoice PDF sent to it will be automatically picked up for processing.

03

Share Your Email Address

Use the Copy button next to the address to copy it. Then share it through whichever method works best:

  • Supplier sends directly — give your suppliers the address so they can email invoices straight to Toast.
  • Forward from Outlook or Gmail — set up a forwarding rule so invoice emails in your inbox are automatically forwarded to your location address.
  • Scanner-to-email — configure your multi-function printer to scan invoices directly to the address.

Toast does not send the email on your behalf — use your own preferred channel to share the address with suppliers.

04

Confirm Sender Eligibility

Toast automatically accepts emails from most business domains. Emails from public domains (Gmail, Yahoo, etc.) are blocked by default.

When the first email arrives from a new sender, you'll see it in the Email activity tab and can choose to allow or block that sender or domain. You can also manage this proactively under Sender management.

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Forwarding from Gmail or Outlook?
If you're forwarding invoices from a personal or public-domain email account, you'll need to manually allow that sender the first time before their emails will be accepted.
05

Track Received Emails

All incoming emails and their processed attachments are visible in the Email activity tab. Use the status filters — Received, Processed, Rejected, Blocked — to monitor what's come in and catch anything that needs attention.

If processing fails, you'll see it reflected here. Toast does not send failure notifications by email, so check this view periodically.

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Current Limitations
  • PDF attachments only — image formats (PNG, JPG) are not yet supported.
  • Multiple invoices within a single PDF are not currently supported.
  • Emails sent to an incorrect or misspelled address cannot be recovered.
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You're set up for email invoice ingestion!
Once suppliers are sending to your address (or your forwarding rule is live), invoices will arrive automatically — no manual uploads needed. Monitor the Email activity tab in Settings to track incoming emails and processed attachments.
📄 Download Quick Start PDF

Frequently Asked Questions

Do I need to register a sender before receiving emails?
No. Business domains are accepted automatically. Public domains (Gmail, Yahoo) are blocked by default — you can allow them manually after the first email arrives.
Can I scan multiple invoices into a single PDF and email it?
Not yet. Multi-invoice PDFs are not currently supported. This capability is planned for a future release.
Will I get an email notification if processing fails?
No. Most vendor invoices come from no-reply addresses, so failure notifications aren't sent by email. Monitor the Email activity tab directly in Toast.
Can I update my location email address if it was created incorrectly?
Yes, provided the new address you want is available.
What happens if an invoice is emailed to the wrong address?
Toast cannot detect or recover emails sent to an incorrect or misspelled address. Double-check the address before sharing it.
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