Set up your Inbox

The Inbox allows you to receive all your bills and supporting documents in one place with unlimited storage to save time and increase efficiency.

Once documents have been added to the Inbox, they can be used to create new or associate to existing bills, invoices, payments received, vendors or customers.

A unique Inbox email address will be generated which can be provided to vendors and customers so they can email bills and invoices directly into the account for processing.

All users can upload to the Inbox, but only users with Use Inbox permissions can setup the Inbox, and see or process documents after uploading



Set up the Inbox email address

By default, the Inbox email address will be companyname@bill.com. For example: Acme and Company will be assigned the Inbox email address acmeandcompany@bill.com. The Inbox email address can be updated by taking the following steps:

  1. Select Inbox in the navigation menu
  2. Select edit next to the current Inbox email address
  3. Enter the new Inbox email address, using a minimum of eight (8) characters in front of the @bill.com domain
  4. Select Save

Tip: If you have an internal business email address setup for this process, set up auto forwarding from that inbox to the Key CashFlow Inbox address to avoid changing your vendor's process.


Edit the Inbox email address

From the Inbox page

  1. Select Edit next to the current Inbox email address
  2. Enter the new Inbox email prefix
  3. Select Save

Note: Documents sent to your old inbox address will not forward to the new one after you change the email address.


Bring in documents

All users can upload documents to the Inbox, but only users with Use Inbox permissions can see or process those documents after uploading. You can bring documents into the Key CashFlow Inbox three (3) different ways:

  • Email: Email the document to the Key CashFlow Inbox email address

  • Drag and drop: Locate the document on your computer and drag the document into the Drag and drop box

  • Browse your computer: Select Browse your computer, locate and select the document, select Open

The time and date each document arrived to the inbox will display:

  • Grid view: On the tile of the document
  • List view: At the top of the document viewer under the i icon, hover over it to see the date and time stamp

Set Inbox Preferences

List view or Grid view

The Inbox offers 2 different views, List view or Grid view. By default, we show you the Grid view. You can change this view at any time by selecting on the icon for the opposite view.

When you first open your inbox after setup, you will see a tip, letting you know you can choose between the two views

Email Content and Attachments

After uploading or receiving your first document, you will see an inbox preference popup, asking how you'd like to handle incoming emails that have a message in the email body (you can change this later if needed, steps below).

  • Bring attachments and email messages into the Inbox as individual documents: emails with content in the body will be in the inbox as separate documents
  • Only bring in attachments (disregard email messages): anything entered into the body of the email will be ignored, and only attached documents will be shown in your inbox

Attachments

The first time you create a bill out of a document with more than one page, you will see the option to select your preference to attach all pages, or just the first page of multi-page documents to bills by default (you can change later if needed, steps below).


Edit Inbox preferences

  1. On the Inbox page, select the inbox gear icon, it should be next to the inbox email address
  2. Edit your preferences:
    • Emails
      • Keep both email messages and attachments: emails with content in the body will be in the inbox as separate documents
        • Use this setting if you receive documents, invoices, or bills embedded in the email body
      • Keep only attachments: anything entered into the body of the email will be ignored, and only attached documents will be shown in your inbox
    • Attachments
      • Include only the first page of an attachment
      • Include all pages of an attachment
  3. Select Save