Shared Inboxes

Why Shared Inboxes Need Dedicated Invoice Automation

Many businesses receive invoices at a shared address. Accounts@, invoices@, finance@, or billing@. These shared inboxes are often monitored by multiple team members, leading to: duplicate processing (two people enter the same invoice), missed invoices (everyone assumes someone else handled it), and no single audit trail of who processed what.

Automated shared inbox processing solves all three issues by centralizing and logging every invoice as it arrives.

Connecting a Shared Inbox

For Google Workspace shared inboxes, Invoflux connects via a service account with delegated access to the shared mailbox. For Microsoft 365 shared mailboxes, a service account or application permissions are used. The connection is read-only. Invoflux cannot send, delete, or modify emails.

Once connected, Invoflux processes all invoices arriving at the shared address, regardless of which team member's device or Google account is used to monitor the inbox.

Team Collaboration on Invoice Review

Multiple team members can review extracted invoices in Invoflux. Role-based permissions control who can: view all invoices, approve extractions, export to accounting, or manage settings. An audit trail records every action. Useful for internal compliance and dispute resolution.

Handling High Invoice Volumes

Shared inboxes at larger companies can receive hundreds of invoices per month. Invoflux processes them in real-time as they arrive. There's no batch processing delay. The dashboard supports bulk operations: bulk approval, bulk export, bulk assignment to cost centers.

Multi-Company Setups

For businesses with multiple legal entities, each with their own invoice address, Invoflux supports separate workspaces per company. Or a multi-company view where an operations manager or accountant can see all entities from one dashboard.