Applicable to the following Sastrify plans:

LegacyEssentialsProPlatinum
*


* Legacy includes all plans signed prior to November 1, 2023 and labelled as "Starter", "Advanced", "Professional" or "Enterprise".


As part of getting your SaaS documents into Sastrify, besides uploading, you can also set up automatic email forwarding to forward invoices or other documents. Using email forwarding is one of the convenient and automated ways to push documents into Sastrify as your designated repository, streamlining the document management process.


For the conventional upload method, please read this article.


IN THIS ARTICLE


How to set up Email Forwarding


To start the process,

  1. Go to the Spend tab or the Documents tab.

  2. Click "Forward your documents".

  3. The pop-up page will open, containing the gateway email address information and setup instructions for Gmail and Outlook accounts.

  4. It is important to pay attention to the email addresses because they determine where your invoices will go. There are three gateway email addresses, as shown on the left side of the page, that serve different purposes: the top two are for a specific tool or subscription, while the one positioned at the bottom is for all forwarding to multiple subscriptions at once. See the next section for more information.



Understanding which gateway email addresses to use



When the pop-up page opens, you will immediately see the information about email addresses on the left side of the page. 


As mentioned above, there are three types of gateway addresses, which are described below in the order in which they appear:

  1. The first email is used to forward ONLY invoices to this specific tool or subscription (as indicated by the label & text invoice used in the email address). Invoices sent to this address will only go to that specific tool and populate its associated spend data. 

  2. The second email is used to forward all document types other than invoices, such as contracts, offers, DPAs, etc. Documents sent to this address will only go to that specific tool.

  3. The third email address is used to forward multiple document types (bulk forwarding) to Sastrify. 


Please note that:

  • The top two emails are for a specific tool or subscription, so you will find that different tools or subscriptions within your stack will have different gateway email addresses (as shown in the screenshot below which contains two different subscriptions under the same Sastrify account). Using these will set up a one-to-one email forwarding, allowing for a targeted upload.

  • The bottom one will remain the same for all subscriptions as it is used for bulk forwarding to Sastrify regardless of the subscriptions. When used, Sastrify will take all the forwarded documents and sort them into the correct subscriptions. 



Important:
A) Our algorithm exclusively processes SaaS invoices. Invoices related to office rentals, car leasing, physical goods from platforms like Amazon, or hotel/flight bookings will not undergo processing, and their spend should not be anticipated in the Total Yearly Spend.
B)
Ensure only PDF files are uploaded. Alternative formats, such as PNG or JPG, will not undergo processing.



Technical guide for Google's Gmail users

  1. Open your Gmail account.
  2. Click on "Settings" (gear icon) > "See all settings".
  3. Go to the "Forwarding and POP/IMAP" tab.
  4. Click "Add a forwarding address" in the "Forwarding" section.
  5. Enter the email address you want to forward messages to.
  6. Click "Next", then "Proceed" and "OK".
  7. Verify the address when prompted.
  8. Refresh your browser and go to "Forwarding and POP/IMAP" in settings.
  9. Select "Forward a copy of incoming mail to".
  10. Choose to keep Gmail's copy in the Inbox.
  11. Click "Save Changes" at the bottom.


Forwarding is only possible for a single Gmail address, and not an email group or alias.

A verification message will be sent to the selected address. Please send us a message at support@sastrify.com so we can approve the forwarding for you.

How to create a filter in Gmail?

For selective forwarding, create a filter for specific messages and choose the email address to forward them to. If forwarding isn't available, follow the earlier steps to enable it.

  1. In the search box at the top of your Gmail account, click "Show search options".
  2. Enter your search criteria. If you want to check that your search worked correctly, see what emails show up by clicking "Search". 
  3. At the bottom of the search window, click "Create filter".
  4. Choose what you’d like the filter to do.
  5. Click "Create filter".


You can also create a filter using a particular message. In this case:

  1. Check the checkbox next to the email you want. 
  2. Click "More".
  3. Click "Filter messages like these".
  4. Enter your filter criteria.
  5. Click "Create filter".


When you create a filter to forward messages, only new messages will be affected.

Technical guide for Microsoft Outlook users


Forwarding all messages to another account automatically


Messages that are forwarded will appear to be forwarded from you. 

  1. In Outlook Web App, click "Settings" > "Options" > "Organize Email" > "Inbox Rules".
  2. On the "Inbox rules" tab, click the arrow next to the plus symbol +, and select "Create a new rule for arriving messages".
  3. Under "When the message arrives", select "Apply to all messages".
  4. Under "Do the following", click "More options".
  5. Under "Do the following", select "Forward, redirect or send", and then select "Forward the message to" or "Forward the message as an attachment to".
  6. Double-click the address in the address book view or enter the email address on the "To" line.
  7. Click "OK" to save your selections and return to the new rule window.
  8. Click "Save" to save your rule.



Redirect all messages to another account


Messages that are redirected will appear to come from the original sender. 

  1. In Outlook Web App, click "Settings"  > "Options" > "Organize Email" > "Inbox Rules".
  2. On the "Inbox rules" tab, click the arrow next to the plus symbol +, and select "Create a new rule for arriving messages".
  3. Under "When the message arrives", select "Apply to all messages".
  4. Under "Do the following", select "Redirect the message to".
  5. Select the address you want your mail sent to by double-clicking it in the address book view. If the address you want to redirect to isn’t in the address book, you can enter the email address in the "To" line at the top of the window.
  6. Click "OK" to save your selections and return to the new rule window.

  7. Click "Save" to save your rule and return to the "Inbox rules" tab.


Copies of messages that you redirect will remain in your mailbox. If you add an action to delete a message, the message will go to your Deleted Items folder and will still be counted against your mailbox limit.