How to Create a New Outlook Rule to Forward Invoices to Hubdoc

If we need to pay on invoice and a supplier's invoices are not automatically appearing in Hubdoc, a new Outlook rule may need to be created to forward those emails.

Note: Any email containing the word "Statement" is already automatically forwarded to Hubdoc. New rules are generally only required for supplier invoices.

Step 1 – Log Into Outlook

1. Open your internet browser (not done in the app).
2. Go to Outlook Online:

https://www.microsoft.com/en-us/microsoft-365/outlook/log-in

3. Sign in using the email address that currently receives the invoice.

Example:

• accounts@karrathaadventuresports.com.au

Step 2 – Open Outlook Rules

1. Click the Settings ⚙️ icon in the top right corner.
2. Select Mail.
3. Select Rules.

You should now see the Rules screen similar to the example below.

Step 3 – Create a New Rule

1. Click Add New Rule.
2. Name the rule using the following format Supplier Name - Invoice

Step 4 – Set the Conditions

Look at the other rules to see what conditions suit. On the example the invoice wasn’t being captured, so I used the following conditions:

1.      From: Supplier's invoice email address.

2.      Has Attachment

3.      Subject or Body Includes: invoice

This helps ensure only invoice emails are forwarded to Hubdoc.

Step 5 – Set the Action

1. Under Add an Action, select Forward To.
2. Select the Hubdoc contact: Hubdoc

3. Tick: ☑ Stop processing more rules (if you don’t select this and 3 rules technically apply to this email then it’ll send 3 times to the Hubdoc email address)

Step 6 – Save the Rule

Troubleshooting

Invoice not appearing in Hubdoc

Check:

• The rule is enabled.
• The supplier email address is correct.
• The email contains the word "invoice".
• The email includes an attachment.

Supplier Changed Email Addresses

If the supplier has permanently changed email addresses, update the existing rule.

If the supplier sends invoices from multiple email addresses, create an additional rule for the second address using the same naming convention.

The "Stop processing more rules" option will ensure the email is only forwarded once, even if multiple rules apply.

Statement Not Appearing in Hubdoc

Before creating a new rule, review the existing Statement forwarding rule.

Check what is different about the statement email:

• Does it contain the word "statement"?
• Is the word only contained within the attachment and not the email body?
• Is it being sent from a different email address?
• Does the supplier use different wording such as "account summary" or "monthly account"?

Once the difference has been identified, create a new rule using the format:

Supplier Name - Statement

Configure the conditions so that future statement emails from that supplier are captured and forwarded to Hubdoc.

 

Mailbox Considerations

For security reasons, Microsoft 365 generally blocks automatic forwarding to external email addresses. Automatic forwarding to Hubdoc has been specifically enabled on the following mailboxes:

• accounts@karrathaadventuresports.com.au
• fishing@karrathaadventuresports.com.au
• natasha@karrathaadventuresports.com.au

If an invoice or statement is being sent to one of these email addresses, the rule should work once configured correctly.

If the supplier is sending invoices or statements to:

• kasquotes@gmail.com
• kasdiveandsports@gmail.com

additional troubleshooting may be required, as automatic forwarding to Hubdoc may not be configured on these mailboxes.

A simple workaround is to manually forward the email to:

• accounts@karrathaadventuresports.com.au

The Accounts mailbox may then capture the email and process it using the existing Hubdoc forwarding rules.

If forwarding the email to Accounts does not result in the document appearing in Hubdoc, further troubleshooting will be required.

Keywords:
invoice, statement, Hubdoc, supplier invoice, supplier statement, Outlook rules, accounts, mailbox rules, email forwarding