Inboxes

Topkey provides two dedicated inboxes to capture incoming documents automatically: the Vendor Inbox for bills and vendor invoices, and the Receipts Inbox for card transaction receipts. Each inbox has its own forwarding email address, and both can be configured from your account settings.

Vendor Inbox

The Vendor Inbox is a holding area for incoming bills and invoices that have been emailed to your account's dedicated bills address. Items appear here before they are processed and moved into your bills workflow, giving you visibility into everything that has arrived.

How to access the Vendor Inbox

Navigate to Bill Pay → Inbox in the left sidebar.

The inbox displays each received item with its Date, Status, and From / Subject. You can filter items by status using the tabs at the top of the page:

• All — every item received, regardless of status
• Pending — items waiting to be processed
• Success — items that were processed successfully
• Failed — items that could not be processed
• Error — items that encountered an error during processing

How documents arrive in the Vendor Inbox

Bills and invoices reach the Vendor Inbox through email forwarding:

1. Navigate to Bill Pay → Bills and click Send by Email.
2. Copy the unique forwarding address shown for your account.
3. Share this address with your vendors so they can send invoices directly, or forward invoices from your own email to this address.

Managing your Vendor Inbox email address

To view or update the forwarding address associated with your Vendor Inbox, navigate to Settings → Inboxes.

Reviewing inbox items

Each item in the Vendor Inbox shows the date received, its current processing status, and the sender and subject line of the original email. If an item shows a Failed or Error status, you can open it to review the details and retry processing.

Receipts Inbox

The Receipts Inbox holds receipt images that have been forwarded to your account's dedicated receipts email address but have not yet been matched to a card transaction. Topkey automatically attempts to match each incoming receipt to a transaction based on the amount, card, and date. Any receipt that cannot be matched automatically stays in the inbox until it is matched manually or deleted.

How to access the Receipts Inbox

Navigate to Cards → Receipts Inbox in the left sidebar.

The Receipts Inbox is split into two panels:

• Pending Receipts (left panel) — receipts that have arrived but are not yet matched to a transaction. Each receipt shows the merchant name, amount, date, and the last four digits of the card if detected.
• Transactions (right panel) — card transactions that can be matched to a pending receipt. Use the filters at the top of this panel to narrow transactions by match status, type, merchant, period, amount, property, or tags.

How receipts arrive in the Receipts Inbox

Cardholders can forward a receipt email to your account's dedicated receipts forwarding address. When Topkey receives the email, it extracts the receipt and attempts to match it automatically to a transaction. If a match is found, the receipt is attached to the transaction directly. If no match is found, the receipt appears in the Pending Receipts panel.

Matching receipts manually

If a receipt is not matched automatically, you can match it manually from the Receipts Inbox:

1. Locate the receipt in the Pending Receipts panel on the left.
2. Review the transactions listed in the right panel and identify the correct one.
3. Click Match next to the transaction to link the receipt to it.

The receipt will be removed from the pending list and attached to the transaction.

Viewing past matches

To review receipts that have already been matched, click See past matches at the top of the Pending Receipts panel. This shows all previously matched receipts for your account.

Deleting receipts

If a receipt in the inbox does not correspond to any transaction, you can delete it individually or select multiple receipts and delete them in bulk using the Select option at the top of the Pending Receipts panel.

Receipts Inbox settings

You can view and update your receipts forwarding email address from the settings page.

How to find or update the Receipts Inbox email address

1. Navigate to Settings → Cards → Receipts Inbox.
2. Your current forwarding address is displayed under Receipts Email.
3. To copy the address, click Copy.
4. To update the address, type a new prefix in the Update Email field and click Save.
5. To restore the default address, click Reset to Default.

Frequently Asked Questions

What is the difference between the Vendor Inbox and the Receipts Inbox? The Vendor Inbox captures bills and invoices sent by vendors to your bills forwarding address and routes them into your bill pay workflow. The Receipts Inbox captures receipt images forwarded by cardholders and matches them to card transactions. They are separate inboxes with separate forwarding addresses.

Can I customize my transactions export to be just based on the filters I have set? Yes. In the Receipts Inbox, you can use the filters in the Transactions panel — including match status, type, merchant, period, amount, property, and tags — to narrow the view to exactly the transactions you need before taking action.

What happens if a receipt cannot be automatically matched to a transaction? If Topkey cannot find a matching transaction based on the amount, card, and date, the receipt remains in the Pending Receipts panel of the Receipts Inbox. From there, you or a team member can match it manually to the correct transaction or delete it if it is not needed.

For additional assistance, Contact Support.