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Your supplier already emails the invoice. Give them the address.

Each kitchen gets its own private invoice address. The Invoice inbox shows what happened to each email. Invoices wait for your review, and nothing changes your costs until you confirm it.

In the app today Included in the CostCook subscription. Find it under Settings > Invoice email.

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Founding offer open now: 15 days free, then $49/month per kitchen, locked in for life. Limited to the first 20 kitchens. Regular price $99/month per kitchen; unlimited crew. Prices plus tax. Card required; $0 today. Cancel before day 16 in Settings → Billing, no call required. What to prepare · Plan and team limits

Message for your sales rep · the app writes it
Hi,

Please send our invoices and credit memos to invoices-················@in.costcook.io. A PDF attached to the email is best.

Thank you,
Your business name

Your address fills the dots: invoices- and sixteen letters and numbers.

Tell your reps once. Forward the rest from Gmail.

It is all on Settings > Invoice email: your suppliers first, then your Gmail, then the rare day the address gets junk.

  1. 01

    Ask your suppliers to send invoices here

    Copy Your invoice address and the Message for your sales rep, and send the message to each rep. Their invoices then arrive with nobody forwarding them.

  2. 02

    Forward from Gmail

    1. In Gmail, open Settings, then Forwarding and POP/IMAP, and add your invoice address.
    2. Gmail sends that address a confirmation code. It appears at the top of Settings > Invoice email and on Today, usually within a minute.
    3. Enter the code in Gmail.
    4. Make a Gmail filter for your suppliers’ invoice emails and choose “Forward it to” your invoice address.

  3. 03

    Change the address

    If junk starts showing up, make a new address. The old one keeps working for 14 days, or you can Stop the old address now.

Next: See what has arrived.

Did Tuesday’s invoice come in? One look.

Purchases > Invoice inbox lists every email sent to your address, and what became of it, in these words.

  • All email
  • Invoices and credits
  • Not imported
  • Held or needs a look
Invoice
Waiting in review. It counts once you confirm it.
Credit memo
Waiting in review. Once confirmed, it appears as a separate credit below monthly food spend.
Statement
Kept, not imported. It repeats invoices you already have.
Order confirmation
Nothing to import. The invoice comes later.
Duplicate
Same invoice as one you already have, so it was not added again.
Held as spam
Not read. Let it through if you know the sender.
Nothing to read
No PDF or photo came with it. Ask the sender for a PDF.
Over today’s limit
Not read. More email arrived today than a kitchen gets. Ask the sender to resend tomorrow.
Needs a look
Not sure what this is. Choose what it is below.

If the inbox got one wrong, use Change what this email is, and it is read again as what you picked. Anything Held as spam has Let it through.

Next: Review.

An emailed invoice opens in the same review as an upload.

The inbox marks a New sender when the address is not one of your suppliers yet, and warns you when the sender could not be verified. The review tells you who sent it.

Check the lines, the pack sizes and the total against the original, then confirm.

An unfamiliar sender’s email cannot change your costs until you review and confirm it.

What review checks

It is the same review the invoice import guide shows: the totals have to add up, duplicates get blocked, and the original sits beside every line.

Invoices & price-list import

Where it stops.

  • It reads PDFs and phone photos attached to the email. With nothing attached, it reads the email itself only when the invoice is written out in it with a total. A spreadsheet or Word file is listed as not read.
  • Past 200 emails in a day, the rest are not read. Scans are read up to 100 pages a day.
  • Statements, order confirmations and promotions are listed with a reason and not imported, unless you change what the email is.
  • Gmail forwarding is not on until you enter Gmail’s confirmation code in Gmail.
  • Only an owner or a manager can open Settings > Invoice email.

Start with the rep who sends the most.

Send them the message on the first day of the trial, then check the Invoice inbox when their next invoice is due. Read the setup guide.

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