--- title: How Outmin Receives and Processes Invoices from Suppliers description: Discover how Outmin automates supplier invoicing for hospitality businesses, ensuring accurate, real-time financial records. Learn why sending invoices and statements directly to Outmin streamlines bookkeeping, accelerates payments, and benefits both clients and suppliers. --- [Skip to content](https://go.outmin.io/help/how-outmin-receives-and-processes-invoices-from-suppliers#main-content) ![outmin_logo_primary-2](https://go.outmin.io/hs-fs/hubfs/outmin_logo_primary-2.png?width=100&height=16&name=outmin_logo_primary-2.png) - [Tickets](https://6989911.hs-sites.com/tickets-view) - [Sign out](https://6989911.hs-sites.com/_hcms/mem/logout) Open main navigation Close main navigation - [Tickets](https://6989911.hs-sites.com/tickets-view) - [Sign out](https://6989911.hs-sites.com/_hcms/mem/logout) - [Go to outmin.io](https://www.outmin.io/) [Go to outmin.io](https://www.outmin.io/) How can we help? - There are no suggestions because the search field is empty. 1. [Help Centre](https://go.outmin.io/help?hsLang=en) 2. [Working with Outmin](https://go.outmin.io/help/working-with-outmin?hsLang=en) # How Outmin Receives and Processes Invoices from Suppliers ## A guide for suppliers working with Outmin-supported clients Your customer has moved their bookkeeping to **Outmin**, which means we now handle the recording of their purchase invoices, supplier statements, and other financial documents. To keep their books accurate and payments on track, we rely on one key thing: **getting invoices and statements from you, directly and consistently**. **Your collaboration is vital!** ### What Is Outmin? Outmin is a fully managed AI bookkeeping system. We take over the day-to-day financial admin for businesses – things like reconciling transactions, applying VAT rules, processing invoices, and preparing reports. The system combines automation with human oversight, but **it all depends on having the right data at the right time**. That’s why getting invoices directly from suppliers like you is so important. It’s what keeps everything running smoothly in the background. ### Why This Matters Outmin is responsible for keeping your customer’s financial records up to date. If we don’t receive your documents: - Transactions may go unreconciled - VAT returns can be delayed - Payments may be held back or missed - Your client may follow up with you more often **When documents flow smoothly to Outmin, everything works better.** Your customer gets faster payments, better visibility, and less admin, and you avoid repeated document requests. #### How We Receive Invoices and Statements We support multiple ways of receiving supplier documents. Here’s a breakdown of the main types and how each one works. #### 1. Email-Based Suppliers This is the most common setup. If you send invoices by email: - We’ll give you a dedicated inbox (e.g. client@outmin.io) - Just **CC or BCC** this address when sending invoices or statements - If your customer has more than one location, each may have its own inbox No special setup is needed. Just copy us in, and we take care of the rest. #### 2. Portal-Based Suppliers If you use an online portal to issue invoices (e.g. Musgrave, Sysco, Amazon): - We typically ask the client to **add us as a user** or provide login details - Our system uses **AI agents** to log in and collect new invoices on a regular basis - If that’s not possible, we’ll work with your customer to retrieve the documents manually We’ll always coordinate the best option with you or the client, whichever is easier. #### 3. Non-Digital or Complex Sources Some suppliers don’t use email or portals, or may have very restricted access (e.g. paper-only documents, or systems with strict 2FA): - In these cases, your client may set up **auto-forwarding** from their own email - Alternatively, they may upload your invoices to our system directly If needed, we’ll assist with setup and make the process as smooth as possible. #### Quick Reference Table | **Supplier Type** | **Examples** | **Action** | | --- | --- | --- | | **Email-based** | Most suppliers | You CC or forward invoices to the Outmin inbox | | **Portal-based** | Musgrave, Sysco, BWG | Client adds us as a user or provides login access for our AI agents | | **Non-digital or complex** | Paper post, strict 2FA portals | We coordinate with your client | ### What Happens After We Receive a Document Once we receive an invoice – whether by email or portal – here’s what happens behind the scenes: #### **1. Capture and Classification** Our system monitors all inboxes and portal access points. Incoming documents are logged, sorted, and tagged to the correct client and location. #### **2. Data Extraction (OCR and AI)** We use Optical Character Recognition (OCR) and AI to read the document and extract key details: supplier name, issue date, total amount, VAT, line items, and more. #### **3. Human Review** Every invoice is checked by our bookkeeping team before it's added to your client's records. We flag duplicates, errors, or missing information. #### **4. Reconciliation and Archiving** Once verified, the document is matched to a transaction, included in VAT records, and stored with a full audit trail. ### What You Need to Do To help your client avoid delays and extra admin: - **Always copy their Outmin inbox** when sending invoices or statements - **Let us know if you use a portal** - we’ll take care of access or work with the client - **Send clean, complete PDFs** whenever possible - **Do not rely on your client to forward invoices** – they no longer manage their books manually #### Questions? We’re happy to help. If anything is unclear or your invoicing method is different, just get in touch at hello@outmin.io and we’ll work with you directly. - [Getting Started](https://go.outmin.io/help/getting-started?hsLang=en) - [Working with Outmin](https://go.outmin.io/help/working-with-outmin?hsLang=en) - [Outmin Dashboard](https://go.outmin.io/help/outmin-dashboard?hsLang=en) - [Outmin Mobile App](https://go.outmin.io/help/outmin-mobile-app?hsLang=en) - [Payroll](https://go.outmin.io/help/payroll?hsLang=en) - [Bank Accounts & Suppliers](https://go.outmin.io/help/bank-accounts-suppliers?hsLang=en) - [Accounting Firms →](https://go.outmin.io/help/accounting-firms?hsLang=en#main-content) - [Getting Started](https://go.outmin.io/help/accounting-firms?hsLang=en#getting-started) - [How Outmin Practice View works](https://go.outmin.io/help/accounting-firms?hsLang=en#how-outmin-practice-view-works) - [Dashboard & Visibility](https://go.outmin.io/help/accounting-firms?hsLang=en#dashboard-visibility) - [Frequently Asked Questions](https://go.outmin.io/help/accounting-firms?hsLang=en#frequently-asked-questions) - [Add Outmin as a user on third-party portals](https://go.outmin.io/help/accounting-firms?hsLang=en#add-outmin-as-a-user-on-third-party-portals) - [Privacy Policy](https://www.outmin.io/privacy-policy) - [Terms of Service](https://www.outmin.io/terms-of-service) - [Security Statement](https://www.outmin.io/security-statement) [![outmin_logo_primary_navy](https://go.outmin.io/hubfs/outmin_logo_primary_navy.svg "outmin_logo_primary_navy")](https://outmin.io/) Outmin Help Centre © 2025 Outmin Limited. 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