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Airwallex receipt automation for Gmail

Effortless expense management

Automatically forward receipts from your Gmail inbox to Airwallex. We’ll take care of the rest and automatically match them to Airwallex card expenses.

This will save your employees time and free up your finance teams to focus on more important work. Our goal is to save you time by automating the entire receipt submission process. 

There are two ways you can send receipts to Airwallex via email:

  1. Manually forward receipts to receipts@expenses.airwallex.com
  2. Set up global forwarding rules

Global Forwarding Rules Setup for Gmail

You need to be a Google Workspace administrator to set this up.

Step 1: Login to Google Workspace and navigate to Apps > Google Workspace > Gmail.

Step 2: Scroll down and click on ‘Compliance’


Step 3: Choose the relevant Organizational Unit

Step 4: Click on the ‘Configure’ button in the ‘Content compliance’ section and a pop-up will appear

  • Note, if you already have an existing rule you’ll click on “Add another rule” instead


Step 5: Enter “Airwallex global forwarding rule” as the ‘Content Compliance Name’

  • For ‘Email messages to affect’, choose ‘Inbound’
  • For ‘Add expressions that describe the content you want to search for in each message’, choose ‘If ALL of the following match the message’

  • Inside the ‘Expressions’ box, select ‘Add’
    • In the first dropdown, select ‘Advanced content match’
    • For ‘Location’, select ‘Envelope sender’
    • For ‘Match type’’, select ‘Not contains text’
    • For ‘Content’, key in ‘airwallex.com’
    • This rule stops Airwallex’s own system emails from being forwarded back, making your expense matching faster and more accurate.
    • Click ‘Save’

  • Inside the ‘Expressions’ box, again, select ‘Add’ to continue with the forwarding rule.

Step 6: Configure forwarding rule

  • In the first dropdown choose ‘Advanced content match’
  • Choose ‘Raw message’ for Location
  • Choose ‘Matches regex’ for Match Type
  • Copy the following expression for the ‘Regexp’ key: (?i)\b(receipt|invoice|payment|booking confirmation|order confirmation)\b
  • This means all emails with the words receipt, invoice, payment, booking confirmation, or order confirmation will be sent to Airwallex for receipt matching
  • Leave the rest of the fields blank and click save.

Step 7: Return to the ‘Add Setting’ page below


 

Step 8: Add forwarding email recipient

  • Scroll down the ‘Add Setting’ page and select ‘Add more recipients’ under the ‘Also deliver to’ section.
  • Click the ‘Add’ button inside the Recipients box
  • For the dropdown, choose ‘Basic’ and key in receipts+forwarding@expenses.airwallex.com as the recipient.
  • Click save


Step 9: Save the new setting

  • Click ‘Save’ one more time to save the setting.
  • You should see the new rule live in the ‘Content compliance’ section

You’re done! Now your receipts from emails will automatically match to card expenses.