Sending and importing email

invoiceR works with email in two places:

• Sending: invoiceR sends notifications, reminders and system messages itself (for example the daily task reminder or a password reset).
• Import: invoiceR collects invoices that suppliers send by email from a mailbox and creates new documents from them.

The two parts are set up separately. The import mailbox does not have to be the same as the sender account.

Setting up email sending

You configure sending under Administration > Settings on the Email (SMTP) tab.

Email (SMTP) tab under Administration > Settings with the fields Default from (sender) email address, Default from (sender) display name and the OAuth switch

Field	Meaning
Default from (sender) email address	Address shown as the sender, for example invoicer@contoso.ch.
Default from (sender) display name	Name recipients see as the sender, for example invoiceR.

Then choose one of two sending methods:

Sending through an SMTP server

For your own mail server or an SMTP relay service, fill in SMTP host, SMTP port, Use SSL and, if needed, Use Authentication with Domain name, User name and Password.

Microsoft 365

Microsoft has retired sign-in with user name and password (basic authentication) for Exchange Online. If you use Microsoft 365, send through Microsoft Graph.

Sending through Microsoft Graph (Microsoft 365)

If you turn on Use OAuth credentials, invoiceR does not use SMTP but sends emails through the Microsoft Graph API on behalf of a mailbox. You need an app registration in Microsoft Entra ID with the application permission Mail.Send, and you fill in:

Field	Content
Tenant Id	Directory (tenant) ID of your Microsoft tenant.
Client Id	Application ID of the app registration.
Client Secret	Secret of the app registration.
ObjectId	Object ID of the user or mailbox invoiceR sends on behalf of. You find it in Microsoft Entra ID on that user.

Sent emails are stored in the “Sent Items” folder of that mailbox.

Restrict the sender

The Mail.Send permission initially allows the app to send on behalf of every mailbox in your organisation. Restrict it to the mailboxes you want with an application access policy in Exchange Online, see Mailbox connection (section “Restricting sending to specific mailboxes”).

Testing the settings

In the Test Email Settings section, enter a recipient address and click Send Test Email. If the email arrives, sending is set up correctly.

Setting up email import

The import is handled by a recurring job that checks a mailbox at regular intervals. For each email:

• One PDF attached: invoiceR creates a new document with this PDF.
• No PDF attached: invoiceR creates a document without a file.
• Several PDFs attached: the email is not processed automatically but moved to a folder for manual processing.

invoiceR moves every processed email to a subfolder of the mailbox according to the result. This lets you see at any time what was imported and where problems occurred.

How to connect the mailbox (Microsoft 365, IMAP server) and which settings exist is described in Mailbox connection. What email intake looks like for users is described in Email import.