A lot of vendor invoices still arrive the same way they did a decade ago: as a PDF attached to an email. Someone has to open that email, download the attachment, and file it somewhere the accounting system can actually use it -- one invoice, one email, one manual action at a time, forever.
What automatic capture actually needs to do
Watch the right mailbox continuously without re-processing the same email twice. Pull out PDF attachments specifically, not just archive the whole email. Route the resulting document to wherever your document storage actually lives. And keep a reliable record of what's already been processed, so a mailbox re-sync or a rule change doesn't quietly duplicate months of invoices.
How Vedron handles this
Vedron's email invoice processor watches a configured mailbox via IMAP, using an incremental search based on a saved watermark so it only looks at genuinely new mail each run rather than re-scanning the whole inbox. PDF attachments are extracted and uploaded via WebDAV to your document storage, then registered in the invoice document system. Each processed message is logged against its rule with a uniqueness check, so re-running or re-syncing doesn't create duplicate invoice records.
This is rule-based rather than one-size-fits-all: each mailbox gets its own rule, so a vendor-specific inbox or a shared accounting inbox can each be configured according to how invoices actually arrive for your business, rather than assuming one universal email pattern.
Frequently asked questions
Does this work with any email provider?
It connects via standard IMAP, so any mailbox that supports IMAP access can be configured as a source.
What happens to invoices that arrive with the attachment inside a ZIP file or forwarded from another address?
The processor is built around direct PDF attachments on the watched mailbox -- unusual delivery patterns (nested archives, heavily forwarded chains) are worth checking against your specific vendor mix before assuming full coverage.
Can I have more than one mailbox feeding into this?
Yes -- rules are configured per mailbox, so multiple inboxes (different vendors, different departments) can each run their own independent capture rule.
Have a question specific to your setup?
Every seller's marketplace mix and stock setup is a little different -- if you're weighing this against your own, book a short call and we'll walk through it with you directly rather than leaving you to figure it out from a blog post alone.
Beta offer: if you join as a beta client, custom integration setup -- configured for your actual marketplace and inventory mix -- is free for your first 2 months.
Still evaluating and need more time than the standard trial window? Just ask us for an extension -- we're happy to give you the room to actually test it properly before deciding.