Conditional Invoice Routing — Right Invoice, Right Inbox.
Define routing rules based on vendor, amount, currency, tags, document type, status, email sender, or email subject. When a newly extracted invoice matches a rule, Inbox Ledger sends an email to your specified recipients — with the original PDF attached and extracted details included. Every routed email is logged for audit.
Key Email Router Capabilities
Built-in functionality that eliminates repetitive document tasks
8-Field Condition Engine
Build rules matching vendor name, invoice total, currency, status, document type, applied tags, original email sender, or original email subject — combined with AND/OR logic.
Original PDF Attachment
The source invoice PDF is downloaded from storage and attached to the forwarded email. If the download fails gracefully, the email is delivered without the attachment.
Multiple Recipients per Rule
Each rule sends to one or more email addresses simultaneously. Define recipient groups to distribute invoices across an entire department or approval chain.
Template Variable Subject Lines
Subject lines interpolate {vendor}, {total}, {currency}, {date}, and other extracted fields. The email body optionally includes full extracted invoice details.
Per-Rule Enable/Disable Toggle
Pause individual rules without deleting them. Temporarily suspend routing for specific vendors or conditions during review or onboarding periods.
Complete Routing Audit Log
Every forwarded email is logged with timestamp, matched rule, recipient list, and delivery status. The full audit trail is visible from the dashboard.
Routing Scenarios Supported
AI identifies and extracts data from every supported format
Vendor-Specific Distribution
Route invoices from designated vendors to the responsible team member — for example, all AWS invoices forwarded to the DevOps lead automatically.
Amount Threshold Escalation
Invoices exceeding a configured amount (e.g., over $5,000) are forwarded to a senior manager or CFO for review and approval.
Currency-Based Routing
Foreign currency invoices route to the international accounts team while domestic invoices follow the standard AP workflow.
Tag-Based Department Routing
Invoices tagged with department labels (e.g., "marketing" or "engineering") are forwarded to the corresponding budget owner.
Overdue Invoice Alerts
Invoices with past-due status or approaching due dates trigger immediate email routing to the payment processing team.
Multi-Recipient Distribution
A single rule can forward to an entire department, a cross-functional approval chain, or any combination of internal and external email addresses.
How It Works
From connection to first extracted invoice in under five minutes
Define a Routing Rule
Specify conditions (vendor, amount, currency, tags, etc.) and list one or more recipient email addresses that should receive matching invoices.
Configure Email Content
Customize the subject line using template variables. Choose whether to include extracted invoice detail in the body and whether to attach the source PDF.
Invoices Route on Extraction
When a newly extracted invoice matches rule conditions, an email is dispatched to the specified recipients within minutes — no manual trigger.
Review the Routing Log
Open the Email Router dashboard section to see every forwarded email with matched rule, recipients, timestamp, and delivery status.
Who Benefits Most
Designed for finance professionals and teams managing high-volume documents
Multi-Department Companies
Businesses with distributed AP responsibilities route each invoice to the right approver or team automatically — no manual forwarding, no dropped invoices.
AP Managers & Controllers
Accounting managers distribute invoices across staff by vendor, amount threshold, or department tag — reducing manual triage to exception handling only.
Freelancers with External Bookkeepers
Freelancers auto-forward every extracted invoice to their bookkeeper or accountant email — maintaining a consistent handoff with zero effort.
See Email Router in Action
Set up in under 5 minutes and let AI handle the busywork.
Frequently Asked Questions
You create rules with conditions (e.g., vendor = "AWS" AND total > $500). When a newly extracted invoice satisfies a rule, an email is sent to the listed recipients with invoice details and an optional PDF attachment.
Rules support 8 condition paths: vendor name, invoice total, currency, invoice status, document type (invoice / receipt / credit note), applied tags, original email sender, and original email subject.
Yes. Each rule accepts multiple recipient email addresses. All recipients receive the same email content and attachments. There is no cap on recipients per rule.
When the "attach PDF" toggle is enabled for a rule, the original invoice PDF is downloaded from storage and included as an attachment. If the download fails, the email is delivered without the attachment.
Yes. Subject lines support {vendor}, {total}, {currency}, {date}, and other extracted fields. The email body can optionally include structured invoice details. Templates are configured per rule.
No. Routing emails to recipients does not consume credits. Credits apply only to AI extraction. The email routing feature is included in all plans.
Yes. Each rule has an enable/disable toggle. Disabled rules retain their conditions and recipients but do not trigger email sends until re-enabled.
Yes. Every routed email is logged with timestamp, matched rule ID, recipient list, and delivery status. The complete log is accessible from the Email Router section in the dashboard.
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