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

Why Email Forwarding Changes Everything

If you're like most café owners, your receipt workflow looks like this: supplier delivers → you get a paper receipt or email invoice → you take a photo → you upload it to QuickStok → you wait for extraction → you review and save. That's 2–3 minutes per receipt, and you have to remember to do it every time.

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

How It Works (30-Second Overview)

Here's what happens behind the scenes when you set up email forwarding:

1. Supplier sends you an invoice email. Order confirmations, delivery invoices, statements — anything with line items and totals.
2. Gmail auto-forwards it to QuickStok. A Gmail filter catches emails from that supplier and forwards them to your unique QuickStok receipt address.
3. QuickStok AI extracts the data. GPT-4o and Claude read the PDF attachment or email body and pull every line item — names, quantities, prices, totals.
4. Items are matched to your inventory. Extracted items are auto-matched; new ones are flagged for your review.
5. You get a notification + review in-app. QuickStok sends you an email summary. Open the app, review, adjust, approve — like a manual upload without the upload part.

Get Your QuickStok Receipt Email

Every QuickStok account comes with a unique receipt email address. This is where your forwarded invoices will be sent.

1. Go to Settings → Integrations. In your QuickStok dashboard, click Settings in the sidebar, then select the Integrations tab.
2. Find your receipt email address. Under the "Email Receipts" card, you'll see your unique address like receipts-abc12def@ingest.quickstok.ai. Click Copy.

Tip: This address is unique to your account. You can forward from any email address — personal Gmail, work email, a shared team inbox — they all work.

Add the Forwarding Address in Gmail

Before Gmail can forward emails, you need to register your QuickStok receipt address as a forwarding destination. This is a one-time setup.

1. Open Gmail Settings → Forwarding and POP/IMAP. Click the gear icon in Gmail → "See all settings" → click the "Forwarding and POP/IMAP" tab.
2. Click "Add a forwarding address." Paste your QuickStok receipt email and click Next.
3. Click "Proceed" on the popup. Gmail will ask you to confirm. Click Proceed, then OK.

Verify the Address (One-Click)

Gmail requires you to verify ownership of the forwarding address. QuickStok makes this easy — we'll email you a verification link automatically.

1. Check your inbox for an email from QuickStok. Within 30 seconds, you'll receive an email with the subject "✅ Click to verify Gmail forwarding to QuickStok."
2. Click "Verify Forwarding →". This opens a Gmail confirmation page. Make sure you're logged into the correct Gmail account.
3. Click "Confirm" on the Gmail page. Done — Gmail now trusts your QuickStok address as a forwarding destination.

Tip: Multiple Gmail accounts? Repeat Steps 4–5 for each account. They can all forward to the same QuickStok receipt address.

Set Up Supplier Filters (The Key Step)

This is the most important step. Instead of forwarding all your email, you create filters that forward only emails from your suppliers. This keeps personal emails, newsletters, and spam out of QuickStok.

1. Go to Gmail Settings → "Filters and Blocked Addresses" tab.
2. Click "Create a new filter." You'll see fields for From, To, Subject, Has the words, etc.
3. Enter your supplier's email in the "From" field. For example: info@onyxcoffeelab.com.
4. Add keywords to filter only order emails (recommended). In the "Has the words" field, enter keywords using OR syntax with curly braces. This prevents promotional emails from being forwarded.

Recommended filter keywords — paste into the "Has the words" field:

The curly braces mean "match ANY of these words" — so an email containing "order" OR "invoice" OR "delivered" will be forwarded, but a promotional "New spring collection!" email won't be.

5. Click "Create filter" (not "Search"). This takes you to the actions page.
6. Check "Forward it to" → select your QuickStok address from the dropdown (it should appear since you verified it in Step 5).
7. Optionally check "Also apply filter to matching conversations" to forward existing emails from that supplier — useful for importing past invoices.
8. Click "Create filter." Done! Every future email from this supplier matching your keywords will be forwarded to QuickStok automatically.

Test It With a Real Email

Let's make sure everything works before you walk away.

1. Find a recent supplier email in your inbox. Look for an order confirmation or delivery invoice from one of the suppliers you set up a filter for.
2. Manually forward it to your QuickStok address. Click Forward, paste your receipt email, send. This tests the pipeline without waiting for a new order.
3. Wait 30–60 seconds. QuickStok processes the email, extracts the data, and matches items to your inventory.
4. Check your inbox for a QuickStok notification. You'll receive an email: "📬 Receipt processed from [supplier]" with a summary.
5. Open QuickStok → Purchases. You'll see a notification badge on the Purchases tab and an amber banner. Click "Review" to verify the extracted data and approve.

Pro Tips & Troubleshooting

Which suppliers work best?

Email forwarding works with any supplier that emails invoices or order confirmations. Here are popular ones café owners use:

Common issues

Security & privacy

Forwarded emails are processed securely. QuickStok only reads the attachment (PDF/image) or order-related content in the body. We never store full email content — only the extracted receipt data. Personal emails accidentally forwarded are detected as non-receipts and silently discarded. For details, see our Privacy Policy.

Need help? Google has an excellent step-by-step guide: Gmail forwarding guide →