---
title: How to set up incoming supplier invoices
description: Accountability's Incoming Supplier Invoices function centralizes the management of supplier invoices, migrates your agency from paper to electronic invoices, and saves time on data entry. 
---

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3. [Incoming Supplier Invoices](https://knowledgebase.counta.com/knowledge/payables?hsLang=en#incoming-supplier-invoices)

June 6, 2024

# How to set up incoming supplier invoices

## Accountability's Incoming Supplier Invoices function centralizes the management of supplier invoices, migrates your agency from paper to electronic invoices, and saves time on data entry. 

#### Steps: 

1. Create a specific email address for suppliers to send their invoices to, e.g.,  AP@xyzagency.com.
2. Set up an **auto-forward** on the above email address so that all emails sent to this address are automatically sent to **ap@counta.com.**
3. Log into Accountability and navigate to **Set Up Files \> Offices. **
4. Select an **Office** from the list to assign the email address from step 1 into the field labeled **Supplier Invoice Email.  **  
   ![Screenshot 2024-06-06 at 5.01.54 PM](https://knowledgebase.counta.com/hs-fs/hubfs/Screenshot%202024-06-06%20at%205.01.54%20PM.png?width=688&height=175&name=Screenshot%202024-06-06%20at%205.01.54%20PM.png)
5. Click on the **SAVE** button. 
6. Accountability will send a verification code to the email address you entered to confirm that you are authorized to use that address.  Enter the verification code in the field that pops up and click **OK**. ![Screen Shot 2021-05-18 at 10.39.02 PM](https://knowledgebase.counta.com/hs-fs/hubfs/Screen%20Shot%202021-05-18%20at%2010.39.02%20PM.png?width=688&name=Screen%20Shot%202021-05-18%20at%2010.39.02%20PM.png)
7. Notify your suppliers to route invoices to this new email address going forward.   
8. It is recommended that you assign a supplier email address to each [Supplier invoice contact.](https://knowledgebase.counta.com/knowledge/supplier-contacts?hsLang=en)  By doing so, the system will recognize the supplier when it receives the invoice through your Accountability inbox and will automatically assign the Supplier Name. 

Please instruct your suppliers to send a single invoice pdf on each email and to limit the attachment to less than 10MB. The system scans the invoice pdf and automatically assigns the invoice number and date.  This functionality will not work if multiple files are attached or if the invoice file is over 10MB.

 

 

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