Send documents by email
Send or forward invoices and receipts to your Numonis document inbox and they'll be added to your organization automatically.
Every organization in Numonis has a document inbox: forward an email with invoices or receipts attached to documents@numonis.com and the attachments are added to Documents automatically — no app needed.
What this is
Instead of downloading an attachment and uploading it to the platform, you forward the email straight from your inbox. Numonis extracts the attachments, files them with your organization, and processes them exactly like a manual upload. This also works for attachments inside forwarded messages.
Use it for supplier invoices that arrive by email, subscription receipts, or anything you would otherwise upload from Documents.
Before you start
- Send from one of the Accepted sender email addresses shown in Numonis. Emails from other addresses are not processed — you'll receive a reply explaining why.
- Accepted formats are the same as in-app upload: PDF, JPG, PNG, Word (DOC/DOCX), Excel (XLS/XLSX), and CSV.
- Attachments can total up to 25 MB per email. Images that are part of the email itself — signature logos, footer banners, and GIFs — are ignored automatically; the confirmation reply mentions when this happens. A photo of a document pasted into the email body is still processed.
How to get there
- In the sidebar, press Documents.
- Press the Settings tab. The email address for sending documents is shown at the top.
The address also appears on your Dashboard in the Your document inbox card.
How to send documents by email
- Open the email that contains the invoice or receipt, or write a new one and attach the files.
- Forward or send it to documents@numonis.com from any accepted sender address listed in Numonis. The address documentos@numonis.com also works — it's the same inbox.
- Wait for the confirmation email. Numonis replies with a summary of the documents that were uploaded.
- Review the new documents in Documents, under the Uploads tab.
If one or more attachments could not be uploaded — for example, unsupported formats or duplicates of documents you already uploaded — the reply lists the affected files and the reason for each. To avoid delays, upload those files directly from Documents.
If you belong to more than one company
When your email address is linked to several organizations, Numonis reads each document (tax ID, company name, bank account) to file it with the right company. Documents that can't be matched with confidence are listed in the reply so you can upload them manually to the right organization.
Receive documents from other senders
Suppliers and subscription services can email documents directly to your organization, without being Numonis users:
- In Documents, press the Settings tab.
- Turn on Receive documents from other email addresses.
- Press Dedicated address settings. Your organization gets a dedicated address based on its tax ID (NIF) — press the copy icon and share it with the senders you trust.
- Add each external sender to the allowed list. Emails to the dedicated address from senders that are not on the list, and are not members of your organization, are rejected.
Each sender you add receives a confirmation email telling them their address has been authorized and which address to send documents to — you don't need to notify them yourself.
Members of your organization and your assigned accountants never need to be added to the list — they can simply use the general address.
Documents that arrive from an allowed sender belong to the organization rather than to one person. Numonis shows the sender's display name when the email provides one, but never shows the sender's email address. Organization admins can delete these documents, just like the documents they uploaded themselves — as long as the document has not been verified or exported yet.
Common problems
I forwarded an email and nothing appeared
Check that the sender address appears under Accepted sender email addresses in Numonis and that the attachments use an accepted format. Numonis always replies when an email is rejected — the reply tells you the reason.
The reply says my documents were duplicates
Numonis detects files you already uploaded and skips them, so the same invoice never enters your accounting twice.
I sent many emails in a short time
There is a safety limit of 30 emails per organization per hour. Wait a moment and resend, or upload the files directly from Documents.