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Connect your accounts email address to Lentune and how it imports invoices (+ video)

How to set up and manage your accounts inbox to import supplier invoices into Lentune.

Overview

Choose an Email Address for Supplier Invoices

Connect the Inbox to Lentune image-png-Sep-28-2022-07-39-33-78-PM

How Processing of Emails works

FAQs

Overview

Lentune can automatically import PDF invoices from a designated email address or inbox folder. When a supplier sends an invoice to this address, Lentune scans the inbox, fetches any PDF attachments, and imports them into your Lentune system. This automation saves time and reduces manual handling. You can customise folder names, manually fetch emails, and troubleshoot if invoices don’t appear.


Choose an Email Address for Supplier Invoices

When your Lentune system is set up, our implementation team will help you nominate an email address for incoming invoices. This can be either a the main inbox or a folder within an inbox.

We recommend using a dedicated address such as accountspayable@yourdomain.com. This keeps your invoice management centralised and avoids disruptions if team members change roles or leave the organisation.

Make sure your suppliers send invoices as PDF attachments to this address.


Connect the Inbox to Lentune image-png-Sep-28-2022-07-39-33-78-PM

To import invoices automatically, you’ll need to connect your inbox to Lentune using the Email Source settings. This setup only needs to be done once and can be updated later if needed.

  1. Log in to your Lentune website.

  2. From the Home screen, go to the Administration tab, then select settings from the left menu.

  3. Select the Email Source tab, then press the New Email Source button.

In the setup window:

  • Enter a Description (e.g. “Invoices”).

  • For Email Source, select Invoice Automation from the dropdown.

  • Tick the Active checkbox to enable the connection.

  • Under Authentication, choose Microsoft OAuth 2 if you use Outlook. (Gmail is also supported—see our Gmail setup guide for help.)

  • Enter the Accounts Payable email address and click Authenticate.

  • Follow the Microsoft sign-in prompts to grant access.
    (Make sure your internet browser hasn't blocked the pop up!)

Once authenticated:

  • Click Change to select the specific mailbox or folder to connect.

  • Rename the default folders if needed:

    • Processed by Lentune – for successfully imported emails.

    • Failed in Lentune – for emails that couldn’t be processed.

  • Click Save to complete setup.

If the automatic task is setup, Lentune will automatically fetch invoices every hour. You can also fetch them manually by going to the Check screen and selecting Fetch Invoices.

You’ll see the new folders appear in your inbox. These act as a record of both processed and failed invoice emails, so you always have access to the originals.


How Emails Are Processed

Once set up, Lentune checks your designated inbox for new emails. It looks for PDF attachments, then:

  1. Imports the PDF into your Unchecked Invoices list.

  2. Moves the original email to a subfolder in your accounts inbox. 

    • Processed by Lentune
      Contains emails with PDF attachments that were successfully imported.

    • Failed in Lentune
      Holds emails where there were no PDFs, or the attachments were in an unsupported format. Lentune cannot import word documents or zip files into the software. If emails containing these types of attachments are in the inbox, they will be moved to the Failed in Lentune (or Unknown) folder in your accounts inbox.

You can set this process to run automatically every hour or trigger it manually.

FAQs

Q: How does Lentune process incoming emails?
A: Lentune scans your nominated inbox or folder for PDF attachments. Valid PDFs are imported into the Unchecked Invoices list. The original emails are then moved into a subfolder for record-keeping.

Q: What are the default subfolders?
A: Processed by Lentune – emails where the attached invoices were imported successfully. Failed in Lentune – emails where the attachments couldn’t be imported. You can rename these folders in Administration > Settings > Email Source.

Q: What if an invoice is not imported?
A: The most common reason is that the supplier didn’t send the invoice as a PDF attachment. Check the Failed in Lentune folder in your accounts inbox to see affected emails.

Q: How often does Lentune fetch emails?
A: By default, Lentune runs an hourly scheduled task. You can also fetch emails manually from the Check screen if you need an invoice urgently.

Q: How do I re-establish the email link if it stops working?
A: You may need to re-authenticate. Go to Administration > Settings > Email Source and check your connection details. A common error message is: “Could not connect to Microsoft Graph Service... authorization has not been granted.” This usually means your Microsoft OAuth 2 credentials need to be refreshed, or your Basic Auth connection failed.

Q: Can I rename the folders where invoices are stored?
A: Yes. In Administration > Settings > Email Source, overwrite the Processed and Failed folder names and click Change. New folders will be created the next time emails are fetched.

Q: Do I lose the original invoice email once it’s processed?
A: No, the original emails stay in accounts inbox, but moved to in your Processed by Lentune folder. This means you always have a clean, unmarked copy available if you need it.

 

Still need a hand? We’re here to help - send us an email at support@lentune.com. 

Last updated: 20 August 2025