How a bookkeeper stopped chasing receipts
Priya runs a small bookkeeping practice with about 30 clients. Every month the same thing happened: receipts arrived in her inbox, on her phone and in the office copier's tray, and the last week of the month went on finding them.
Her clients already email her their receipts. The problem was everything after that: opening each email, saving the attachment, renaming it, and dragging it into the right client folder in Google Drive. With 30 clients, that was hundreds of files a month, and some always slipped through.
So Priya gave each client their own address. She signed in to Email It In with Google Drive and added a routing rule per client: receipts sent to priya42heron+acme@emailitin.com go into Clients/Acme, those sent to priya42heron+lopez@emailitin.com into Clients/Lopez, and so on. Each client got a short note: "Send your receipts here."
Now a receipt goes from a client's phone straight into their folder, in seconds, with nobody touching it. The office copier has the same addresses in its address book, so paper receipts land in the same place. On the Pro plan, each receipt also goes into a folder for its month, and its file name starts with the date.
At month end, Priya opens the client's folder and everything is there. She shares the folder with the client's accountant when it is time to file taxes.
The people in this story are made up. Everything they do with Email It In works today.
Set it up the same way
- Sign in with the storage you keep client files in: Google Drive, OneDrive, SharePoint, Dropbox, Box or Egnyte.
- Add a routing rule for each client: a tag, like acme, and the client's folder.
- Send each client their tagged address, and add the addresses to the office copier.
Routing rules come with every paid plan. With 30 clients, Priya files more than 200 receipts a month, so she is on the Pro plan ($15 a month for up to 2,000 files), which also gives her the month folders and dated file names. See pricing.
Get your address: it takes about a minute.