Your bill inbox

Every organization gets its own bill inbox: an email address that turns forwarded carrier bills into bills on the Bills page. Conduit AI reads each one and it waits for review, exactly as if you had uploaded it. Set it up once and you stop downloading and uploading PDFs every month.

Find your inbox address

1. Go to Settings and choose Bill inbox.
2. Your address is in the Your bill inbox card. It looks like [email protected].
3. Select Copy to put it on your clipboard.

Under the address you'll see when the last email arrived, or "Nothing received yet" if no email has come in. Forward last month's bill to try it out.

Owners, admins, finance and analysts can see the address. Viewers can't. They see a note asking them to get it from an owner or admin.

New organizations also find the address, with the same Copy button and forwarding tips, in the Get your bills in step of the setup checklist. See Finish setting up.

Note: The address is private to your organization. The random part is what keeps it private, so share it only with the people and carrier accounts that send you bills.

If you already use an address ending in @bills.conduitdocs.app, it keeps working. You do not need to change an existing forwarding rule or carrier setting.

What the inbox accepts

Each email can carry up to 10 bill files. These files are accepted:

These attachments are skipped:

• Files over 25 MB.
• Any other file type, such as Word documents, ZIP files or calendar invites.
• Small images that look like a logo or an email signature.
• Files whose contents don't match their name, for example a renamed file.
• Any file past the tenth. Send the rest in another email.

The same file sent twice is only processed once. The second copy shows as Already received.

Emails without a PDF

Many software vendors never attach a PDF. Their receipt or invoice is the email itself, or they send a notice about seats instead. When an email has no bill file, the inbox reads the email's text:

• A receipt or invoice in the email. When the email shows a total with an amount, plus an invoice or receipt number or a billing period, the email is saved as a document and read as a bill, the same as an attached PDF. The bill's card and header say it was emailed to your bill inbox, by whom and with which subject. Pictures in the email are never downloaded.
• A ChatGPT seat notice. ChatGPT Business, Team and Enterprise renewal and seat-change emails say how many seats the workspace has. The inbox records that count on AI spend as the workspace's seats, dated the renewal. See See your AI spend.
• Anything else is left alone. A renewal reminder for a charge still to come, marketing, and "your bill is ready" portal links don't become bills.

A receipt from a sender who isn't on the inbox's trusted senders list is handled like an emailed bill from them: it waits for review. A seat count counts by itself only when a trusted sender forwarded the vendor's own email; otherwise it waits for an owner or admin to confirm it on the AI spend page.

Forwarding the same receipt again, by you or a colleague, doesn't create a second bill: it shows as Already received.

What happens to each email

When an email arrives, Conduit TEM:

1. Saves every accepted attachment as a new bill. The bill starts processing right away and usually reaches the Bills page within a couple of minutes.
2. Places the bill's lines on your locations the same way an uploaded bill's lines are placed. See Company structure.
3. Records the email under Recent emails on the Bill inbox page.
4. Adds an entry to the activity log: "Received an email in a bill inbox".

Bills that arrive by email wait for a person to review them. The exception is a bill from a trusted sender, which can post by itself under your auto-post setting.

Who gets told

Nobody is emailed when the email itself lands. People hear about the bill once Conduit AI has read it:

• A bill is ready for review goes to members who keep that notification on.
• A bill could not be processed goes out if a file can't be read.

Each member turns these on or off under Settings → Profile & security, in Email notifications. A member who is limited to one location or division only hears about bills for their part of the company.

Check Recent emails

The Recent emails card lists the last 30 emails your inboxes received. Each one shows a status and a line explaining what happened and what to do:

The Bills page also tells you when emails from the last 7 days had no bill attached, with a link to this list.

When files are skipped, the email shows which ones were skipped and why, for example "Larger than 25 MB".

Turn an inbox off or give it a new address

Owners and admins manage inboxes in the More inboxes card, which also lists your main inbox.

• Turn off stops an inbox processing mail. Emails are still listed under Recent emails as "Inbox turned off", but no bills are created. Select Turn on to start again.
• New address replaces the address, for example if it leaked or attracts spam. The old address stops working right away, so update every forwarding rule and carrier account that uses it.

Your main inbox can't be deleted. You can turn it off or give it a new address instead. Extra inboxes can be deleted. See Extra inboxes for locations.

Related guides

• Set up forwarding from your mailbox
• Get PDF bills from your carrier
• Extra inboxes for locations
• Review and post a bill