Never Upload a Receipt Again — Auto-Import Supplier Invoices via Email

Set up email forwarding once and every supplier invoice flows into QuickStok automatically — extracted, matched, and ready to review.

Updated May 14, 2026 · 8 min read

Most café owners handle receipts the hard way: supplier delivers, you dig out the invoice, take a photo, upload it, wait for extraction, review, and save. That's 2–3 minutes per receipt, every single time.

With email forwarding, the workflow becomes: supplier delivers → done. The invoice email flows from your inbox to QuickStok automatically. No photos, no uploads, no remembering.

Set it up once in 15 minutes. Save 2+ hours every month, forever.

How it works

When you set up email forwarding, here's what happens behind the scenes:

1. Supplier sends an invoice email. Order confirmations, delivery invoices, statements — anything with line items and totals.
2. The email reaches QuickStok. Either forwarded from Gmail, or sent directly by the supplier to your QuickStok receipt address.
3. QuickStok's AI pipeline processes it. Our 4-stage system automatically identifies supplier emails, drops junk and personal mail, and extracts every line item from the invoice.
4. Items are matched to your inventory. Extracted items are auto-matched to your existing inventory. New items are flagged for your review.
5. You get a notification. QuickStok sends you an email summary. Open the app, review, adjust, approve — like a manual upload without the upload part.

QuickStok handles both PDF attachments (Costco, Sysco) and HTML email bodies (ONYX, Amazon). If your supplier emails a PDF invoice, we extract from the PDF. If they send an HTML order confirmation, we extract directly from the email body. Either way, it just works.

Step 1: Get your QuickStok receipt email

Every QuickStok account comes with a unique receipt email address.

1. Go to Settings → Integrations in your QuickStok dashboard.
2. Find the Email Receipts card. You'll see your unique address like receipts-abc12def@ingest.quickstok.ai.
3. Click Copy to copy it to your clipboard.

This address is unique to your account. You can forward from any email — personal Gmail, work email, a shared team inbox — and you can give it directly to suppliers as your invoice email address.

Step 2: Choose your setup method

There are three ways to connect your supplier invoices to QuickStok. Pick the one that fits your workflow best.

Option A: Give suppliers your QuickStok email directly (easiest)

The simplest approach — no Gmail setup, no filters, no forwarding. Just update your invoice email address with each supplier.

Most suppliers let you set a separate billing or notification email address in their account settings. Log into each supplier's website and change your invoice/notification email to your QuickStok receipt address.

Where to update it:

• Amazon Business: Account Settings → Email notifications → add your receipt address as a secondary email, or update the order notification address
• ONYX Coffee Lab: Account settings → change notification email to your receipt address
• Costco Business Center: If your account is tied to an email, ask your rep to add the receipt address for invoice delivery
• Sysco / US Foods: Contact your rep to add your QuickStok receipt address to their invoice distribution list

Why this is great:

• Zero Gmail configuration
• Invoices arrive directly — no forwarding delay
• Personal email is never involved at all
• Works immediately with no filters to maintain

The tradeoff:

• You won't have a copy of the invoice in your personal Gmail (QuickStok stores it)
• Not every supplier lets you customize the invoice email
• You need to update each supplier individually

Pro tip: You can mix approaches. Use Option A for suppliers that support it (Amazon, ONYX) and Option B or C for suppliers that always email your personal address (Costco delivery invoices).

Option B: Gmail global forwarding (recommended for most users)

Forward all your email to QuickStok and let the AI pipeline handle the filtering. This catches every supplier automatically — including ones you haven't set up yet.

1. In Gmail, go to Settings → Forwarding and POP/IMAP tab.
2. Click "Add a forwarding address" → paste your QuickStok receipt email → click Next → Proceed → OK.
3. QuickStok automatically verifies the address — no need to click any confirmation links.
4. Select "Forward a copy of incoming mail to" → choose your QuickStok address.
5. Set it to "keep Gmail's copy in Inbox" so your email works normally.
6. Click Save Changes.

That's it. Every email gets forwarded, and QuickStok's 4-stage pipeline automatically handles the rest:

• Stage 1: Drops obvious junk — newsletters, social notifications, marketing emails — based on sender domain and subject patterns. These are silently discarded and never stored.
• Stage 2: Identifies the supplier by matching the sender email to your existing suppliers. New senders are flagged for review.
• Stage 3: An AI classifier confirms whether the email is actually an invoice. A promotional email from a supplier you buy from gets skipped.
• Stage 4: Only confirmed invoices reach extraction. Line items, quantities, prices, and totals are pulled from the PDF or email body.

Multiple Gmail accounts? Add the forwarding address to each one. They can all forward to the same QuickStok receipt address.

Option C: Gmail supplier filters (privacy-conscious)

If you prefer that personal emails never leave Gmail at all, you can set up filters that forward only supplier emails.

1. In Gmail, go to Settings → Filters and Blocked Addresses tab.
2. Click "Create a new filter."
3. In the "From" field, enter your supplier's email (e.g. info@onyxcoffeelab.com).
4. Optionally in "Has the words" field, add: {order OR invoice OR receipt OR confirmation} — this catches only order-related emails and skips marketing.
5. Click "Create filter" (not Search).
6. Check "Forward it to" → select your QuickStok address.
7. Click "Create filter."

Repeat for each supplier. Only emails matching your filters get forwarded — nothing else ever touches QuickStok.

Combining suppliers in one filter: Enter multiple emails in "From" separated by OR: info@onyxcoffeelab.com OR no-reply@costco.com OR orders@amazon.com

Tip: If you're not sure which email address your supplier sends from, search your Gmail inbox for their name and check the "From" address on a recent invoice.

Step 3: Test it

Let's make sure everything works.

1. Find a recent supplier email in your inbox — an order confirmation or delivery invoice.
2. Forward it manually to your QuickStok receipt address.
3. Wait 30–60 seconds.
4. Check your inbox for a QuickStok notification: "New receipt ready for review."
5. Open QuickStok → Purchases and review the extracted receipt.

If the test works, every future supplier invoice will be processed automatically.

Security and privacy

We know forwarding email to a third party raises questions. Here's exactly what happens to your data.

What QuickStok processes:

• PDF or image attachments (invoices, receipts, statements)
• Order-related content in the email body (line items, totals, supplier names)

What QuickStok does NOT store:

• Full email content from non-invoice emails
• Personal emails, newsletters, or promotional content
• Email addresses of people who email you (only supplier addresses for matching)

How non-invoices are handled: Personal emails, newsletters, and promotions are identified by the pipeline's first two stages and silently dropped. They are never stored, never processed by AI, and never visible in your QuickStok account. The pipeline processes roughly 200+ emails per day for active forwarding users and drops 95%+ of them in the first stage — only real invoices make it through.

Data in transit:

• Emails forwarded via Gmail use standard SMTP with TLS encryption
• Our inbound provider (Postmark) delivers webhooks over HTTPS
• Extracted data is stored with the same encryption as all other QuickStok data
• With Option A (direct vendor email), invoices never pass through Gmail at all

Your control:

• Disable forwarding at any time in Gmail Settings
• Delete any imported receipt from your Purchases page
• Switch between Options A, B, and C at any time — they can be mixed per supplier

Which suppliers work best?

Email forwarding works with any supplier that emails invoices or order confirmations.

Don't see your supplier? If they send email invoices or order confirmations in any format, QuickStok will handle it. The pipeline learns new supplier formats automatically.

Troubleshooting

"Receipt received but couldn't be processed" The email arrived but didn't contain a recognizable invoice. Some suppliers send separate "order placed" and "invoice" emails — QuickStok processes both but may only extract line items from the detailed version.

Duplicate receipts QuickStok automatically detects duplicates by invoice number and supplier. If the same invoice is forwarded twice, the second copy is silently skipped.

New supplier not matching The first time you forward from a new supplier, QuickStok may flag it for review since it doesn't recognize the sender yet. After you approve it once, the system learns the mapping and auto-matches future invoices.

Works with Outlook and Yahoo too This guide focuses on Gmail, but the same concept works with any email provider. In QuickStok Settings → Integrations, click the Outlook or Yahoo tab for provider-specific instructions.

Try QuickStok for free — set up email forwarding in 15 minutes and never upload a receipt again.