Setting Up Document Scanning autoforwarding - OUTLOOK

You can automatically forward your supplier invoices and bills from Microsoft Outlook to RAVE using your dedicated RAVE AI Bill Scanning email address.

Step 1: Open Your Outlook Rules

1. Open Outlook and click Settings (gear icon) in the top-right corner.

2. Select Mail > Rules.

3. Click Add new rule.

If you don't see the settings gear icon, click File,  Settings and then Rules and Alerts 

Step 2: Create Your Forwarding Rule

1. Click New Rule, and Start from a blank rule.

2. Give your rule a name, such as RAVE AI Bill Scanning.

3. Under Add a condition, choose which emails you want forwarded to RAVE.

4. You can select specific suppliers, subject lines containing words such as "Invoice" or "Bill", or other conditions.

5. Under Add an action, select Forward to.

6. Enter the unique RAVE AI Bill Scanning email address provided by our Support Team.

7. Click Save to activate your rule.

Step 3: Customise Your Forwarding Rules

You can control which emails are automatically forwarded to RAVE, including:

• All emails from specific suppliers.

• Emails containing particular words in the subject line, such as "Invoice" or "Bill".

• Emails from a specific email address or domain.

• Emails matching a combination of conditions.

You can create multiple forwarding rules to suit your business requirements. We recommend ensuring your rules don't overlap to avoid forwarding the same bill more than once.

Step 4: Test Your Forwarding Rule

Once your rule has been saved:

1. Send a test invoice email that matches your forwarding conditions to your Outlook inbox.

2. Check that the email has been forwarded to your dedicated RAVE AI Bill Scanning address.

3. Log in to RAVE and navigate to Financial > Bills > Scanned Bills to check that the document has been received.

Important Information

You do not need to forward your entire Outlook inbox. Rules let you control exactly which emails are sent to RAVE for bill scanning.

Microsoft 365 business accounts: Some organisations restrict automatic forwarding to external email addresses for security reasons. If your forwarding rule isn't working, you may need to contact your Microsoft 365 administrator to allow forwarding to your RAVE AI Bill Scanning address.

If you need assistance setting up your forwarding rules, please contact our Support Team.

Note: Scanning Invoices from Email Links

RAVE AI Bill Scanning can process invoices provided as links within an email, rather than as attachments, provided that:

• The link does not require a login or sign-in to access the invoice.
• The website hosting the invoice does not block automated access (bots).

For example, if a supplier emails you a link to an invoice, RAVE AI may be able to retrieve and scan the document, provided both conditions above are met. MYOB will block forwarding links as they dont let BOTS access their invoice links.