Automatically capture supplier bills and expenses in Wafeq - directly from your inbox

You can receive supplier bills or expenses directly and instantly convert them into an expense or purchase bill in Wafeq without manual data entry.

The Inbox feature provides each user with a unique email address linked to their Wafeq account, enabling seamless processing of incoming bills and expenses automatically.

This means no more downloading and re-uploading attachments: just forward them and let Wafeq do the work.

Find your Wafeq email address

Click on "Inbox" from the main menu, then click the "✉️" icon to display the unique email address linked to your account.

Copy this email address and share it with the person from whom you want to receive expenses and bills.

Receiving the document directly in Your Inbox

The supplier sends the bill to your  Wafeq inbox via email, attaching the invoice(document) file in PDF format.

Once the email is sent, the document is automatically received by Wafeq and appears under the Inbox section.

You’ll need to click on it to convert it into an expense or a purchase bill.

After clicking on the received document, you can convert it into an expense by clicking "to expense", or into a purchase bill by clicking "to bill".

You’ll be redirected to the expense or purchase bill page, where Wafeq uses AI to read the document, extract the relevant data, and fill in the corresponding fields or suggest suitable values. You can then review the information and make any necessary changes before saving the transaction.

Reviewing Your Inbox and Taking Action

When you open the Inbox in  Wafeq, you'll see all messages received from suppliers, Click on any message to perform one of the following actions:

• "Mark as Done" to indicate that the item has been processed and remove it from the inbox view.

• Download a PDF copy of the bill by clicking the three-dot menu next to the file and selecting "Download".

• Delete the message if it's not relevant or has already been handled outside the system.

These actions help you keep your inbox organized and prevent duplicate processing of the same document.

Bulk Actions

You can select multiple documents in "Inbox" and apply the same action to them at once, instead of processing each document individually.

After selecting the required documents, click the "Bulk Actions" menu, then select the action you want to apply to the selected documents, such as:

• Mark as reviewed: Marks the documents as reviewed.
• Mark as not reviewed: Returns the documents to an unreviewed status.
• Archive: Removes the documents from the active Inbox list while keeping them archived.
• Delete: Deletes the selected documents.

This allows you to process and organize multiple documents quickly instead of applying the same action to each document individually.