How Outmin Receives and Processes Invoices from Suppliers

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.