Automate your invoice processing by getting all your invoices uploaded into Quartzy automatically! Each Quartzy account has a unique, private inbox address. By forwarding invoices to this address, they will be automatically uploaded to your Invoices module, saving you time and eliminating manual data entry.

This guide will walk you through finding your unique Quartzy email address and setting up forwarding rules in Gmail and Outlook.

Find Your Unique Quartzy Inbox Address

First, you need to locate and copy the unique email address assigned to your Lab's Invoices module.

1. Navigate to the Invoices module under Procurement in Quartzy.
   
   
2. In the left sidebar, you will see a section titled add by email. Your unique email address will be displayed here. It will look something like org_12345@invoices.quartzy.com.
   
   
3. Click the email address to copy it to your clipboard.

Set Up Forwarding Rules in Your Email Client

Now, you will need to log in to your email account (like Gmail or Outlook) and create rules to automatically forward relevant emails to the Quartzy address you just copied.

We recommend setting up forwarding rules based on specific vendor email addresses or keywords found in the email, such as "invoice" or "bill."

For Gmail Users

In Gmail, it's best to use a Filter to forward specific messages rather than forwarding your entire inbox.

1. Log in to your Gmail accounts payable email account. Click the Settings gear icon in the top right, then click See all settings.
2. Navigate to the Filters and Blocked Addresses tab.
3. Click Create a new filter.
4. (Optional step) Set up the conditions for your filter. Here are two common options:
   1. Option A: Forward from a specific vendor. In the From field, enter the vendor's billing email address (e.g., us.orders@abcam.com). To add multiple vendors, separate their emails with "OR" (e.g., billing@vendor-one.com OR invoices@vendor-two.com).
   2. Option B: Forward based on keywords. In the Subject or Has the words fields, enter terms like "invoice" or "bill". This will catch a wider range of emails.
      
      

5. Click Create filter.
6. On the next screen, check the box next to Forward it to:.
   
   
7. Click the dropdown menu and select Add forwarding address.... A new window will pop up.
8. Paste your unique Quartzy email address here and click Next, then Proceed. Gmail will state that a confirmation code has been sent. You can safely close this window; verification is not needed for a filter.
9. Back in the filter creation menu, select your Quartzy email address from the Forward it to: dropdown.
   
   
10. Click Create filter to save and activate the rule.
    
    
     

For Outlook Users (Outlook.com / Microsoft 365)

In Outlook, you will create a Rule to handle the automatic forwarding.

1. Log in to your Outlook accounts payable email account. Click the Settings gear icon in the top right, then select View all Outlook settings.
2. In the settings menu, go to Mail and then select Rules.
3. Click + Add new rule.
4. Name your rule (e.g., "Quartzy Invoice Forwarding").

1. Under Add an action, select Forward to.
2. Paste your unique Quartzy email address into the text box and press Enter.
3. Click Save to activate the rule.

Best Practices & FAQ

• What if I don't want to send everything to Quartzy? It's perfectly safe to send everything to Quartzy. Anything that isn't an invoice related to lab supplies is deleted from storage. If you still want to filter, your email provider will let you set rules like "if sender = orders@vendor.com", or "if subject contains invoice", etc.
• What if I forward something that isn't an invoice? Quartzy's system is specifically designed to parse and read invoice files (like PDFs). If it receives an email without a recognizable invoice attachment, it will typically ignore it.
• How long does it take for the forwarded invoice to appear? Once an email is forwarded, the invoice should appear in your Quartzy Invoices module within a few minutes.
• Can others in my Lab forward invoices? Yes! Anyone in your Lab can set up forwarding rules in their own inbox using the same unique Quartzy address.

Next Up: Quartzy Invoices FAQs