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How do I automate business receipts?

The Business receipts workflow turns forwarded supplier invoices, receipts, bills and fuel dockets into expenses. Forward a document, myaccountant extracts the supplier, amounts and GST, and queues it for your review.

Set up the workflow

Step 1. Go to Workflows and open the Business receipts card.

Step 2. Click Add business and pick the business. You get one workflow per business.

Step 3. On the workflow's settings page, copy the Forwarding address with Copy. It looks like biz.xxxxxxxx@inbox.myaccountant.com.au and is unique to this workflow — forward supplier invoices and receipts to it; anything else is ignored.

Step 4. Review the settings and click Save settings:

  • Claim input tax credits — GST is only claimed when the supplier's ABN and GST registration check out.
  • Capital flag threshold (AUD) — receipts above this total require you to pick G10 — Capital or G11 — Non-capital before posting. The default is $20,000.
  • Default fallback account — when a supplier can't be matched to a category, the receipt lands on this account. You can always change it on the review screen before posting.
  • Sender allowlist — leave empty to accept from any sender, or click Add to restrict to specific addresses (anything else gets rejected).

Step 5. Set up an auto-forward filter in Gmail or Outlook so supplier emails forward themselves — see What are Workflows?

Review a receipt

Step 1. Open the workflow's history (View history → from settings). Every receipt you've forwarded is listed newest first, with the supplier, invoice number, date, ABN and total.

Step 2. Check the status badge:

  • Ready to post — extraction checked out; it's waiting for you.
  • Needs review — something needs a look, for example the supplier name didn't match the ABN, the ABN is inactive, or no account could be resolved.
  • G10/G11? — the total is above your capital threshold; pick a capital classification before posting.
  • Posted, Failed, Duplicate, Personal — already handled.

Step 3. Click a row to open the receipt. You'll see the supplier details with verification badges (✓ ABR verified, ✗ ABN inactive or Not verified), the Sub-total (ex. GST), GST (with ✓ GST registered where confirmed), Invoice date and Due date.

Step 4. Under How to post it, set:

  • Account category — the expense account it posts to.
  • Business-use percentage — for mixed-use purchases; the screen shows exactly what amount "Posts … to the ledger."
  • Capital classification — G10 — Capital or G11 — Non-capital, only asked for when the total exceeds your workflow's capital threshold.
  • Memo (optional) — notes for the ledger, visible on the expense record.

Click Save to keep changes without posting.

Post, mark personal or reject

  • Post to ledger — creates the expense in the business. GST is claimed only when the input-tax-credit checks pass; otherwise the full amount goes to the expense account.
  • Personal — keeps a record but doesn't post, for personal purchases.
  • Reject — type a reason and click Confirm; the receipt is marked as failed and never posts.

Already posted and spotted a mistake? Change the account, business-use percentage or capital flag and click Save & re-post — the original ledger entry is reversed and re-posted with the new values. Memo-only edits don't need a re-post.

Note: posting must be done while you're viewing the workflow's business — if you're in a different business, the screen tells you to switch first. Credit notes are extracted but can't be auto-posted yet — apply the credit manually in your books.

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