How to set up Email Forwarding

1. From the tool stack, select a subscription for which you want to set up a forwarding.
2. Go to the Spend tab or the Documents tab.
   
3. Click "Forward your invoices".
   
4. The pop-up page will open, containing the gateway email address information and setup instructions for Gmail and Outlook accounts.
   

5. Paying attention to the correct email addresses is essential, as they determine where your invoices are sent. There are three gateway addresses: the top two correspond to the specific tools or subscriptions you’re viewing, while the bottom one allows you to forward invoices to multiple subscriptions at once. More details are provided in the next section.
   
   

The Three Gateway Addresses

Every subscription in Sastrify has its own unique "gateways." When you click "Forward your invoices" within a subscription's Spend or Documents tab, you will see three options:

1. First email - Invoice Gateway: Used for forwarding invoices only. Sending documents to this email address will send them to the Spend tab. Ensure that only invoices are sent to this address, which is specific to a tool or subscription (as indicated by the "invoice" in the email address). Any invoices sent here will be stored and used to populate the associated spending data for that tool.

2. Second email - Document Gateway: This address is used for forwarding all document types other than invoices, such as contracts, offers, and DPAs. Documents sent to this address will only appear in the document tab of the associated tool. 

3. Third email - Bulk Gateway: Used for bulk forwarding multiple documents (regardless of type) to your Sastrify platform. When used, Sastrify will automatically sort the forwarded documents into the correct subscriptions.

Please note that:

• The top two emails are specific to each tool or subscription. So, different tools or subscriptions within your stack will have unique gateway email addresses. Using these ensures one-to-one email forwarding for targeted uploads.
• The bottom email remains the same for all subscriptions and is meant for bulk forwarding. Sastrify will sort the documents into the appropriate subscriptions automatically.
  

Important: Ensure only PDF files are uploaded. Other formats, such as PNG or JPG, will not undergo processing.

Setting Up Gmail Forwarding

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.

Setting Up Outlook Forwarding

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.

Best Practices

• One-to-One Accuracy: For high-value tools, use the Invoice-specific gateway (Option 1) rather than the Bulk gateway. This ensures 100% accuracy in spend tracking.
• Keep a Copy: Always ensure your email settings are set to "Keep a copy in Inbox" so your internal records remain complete.
• Filter, Don't Blast: Avoid forwarding your entire inbox. Only create filters for known SaaS suppliers to keep your Sastrify platform clean.

Frequently Asked Questions

Please refer to the Invoices FAQ page for a complete list of frequently asked questions.