2.3. Email Monitoring

Email monitoring is designed to eliminate the step of having to singly save and acquire email attachments for vendor invoices. Email monitoring runs as a service on the TimberScan server where it periodically scans incoming emails to mailbox addresses, designated by Data Entry type User Groups, and places the attachments in designated folders. Later, the saved attachments can be easily acquired.

Email Monitoring is a service included with TimberScan at no additional cost, providing you are current on a support agreement. This service will poll invoices sent by your vendors to a specific email address and automatically save them to a folder of your choice. You can have multiple email addresses that vendors send invoices to, which can be linked to different Data Entry User Groups. Once the invoices that are attached to the email are saved to a folder, the email is then deleted; however, there are options to forward all emails or just those that either don’t have attachments or have attachments other than pdfs or tiffs, to another email address.

After you complete a required checklist, AvidXchange' technical support team will schedule a time to install and configure the service in conjunction with your IT staff. This is a separate installation from TimberScan and may be billable. Pease refer to our KnowledgeBase article 41-10870.

There are two versions of Email Monitoring - server version and cloud version. While the processes are the same, there are different setup procedures.