How to create auto-forward rules in Gmail (Google Workspace) for Receipt capture and match

Gmail auto-forward rules are a great way to automatically capture receipts using Weel's Receipt capture and match feature when a supplier emails a receipt to your inbox.

However, Gmail requires that forwarding email addresses be verified before they can be used. Since you don't have access to the receipts@letsweel.ai inbox, verification is not possible and therefore it cannot be used directly as a forwarding address.

This guide will show you how to create a Group in your Google Workspace, which will allow you to auto-forward receipts to Weel AI for Receipt capture and match.
 

Create a Google Group

The following steps must be performed by an administrator of your Google Workspace (one-time only).

1. Go to https://admin.google.com and navigate to Directory -> Groups.
2. Click Create Group.
3. Enter a group name, email, and description, then add a group owner. The group email address will be the address your users forward receipts to in Gmail. Make sure the domain matches your organisation's email domain.
   
4. Configure the permissions of the group. We recommend the following permissions, which allow anyone in the organisation to forward emails to the group without being able to view anyone else's emails.
   
5. Click Add Members and add receipts@letsweel.ai as a member.
   

Create auto-forwarding rules

Any Gmail user can create auto-forwarding rules to your new Google Group.

1. Open an email you want to auto-forward and click the three dots at the top of the email.
   
2. Click Filter messages like these.
3. Adjust the filter criteria as required and click Create filter.
4. (One-time only) Click Add forwarding address, then add your Google Group email address under Forwarding. Google will not ask you to confirm the email address as it will match your email domain.
   
5. Check the Forward it to box and select the Google Group email address.
   
   (Optional) Check Mark as read if you don't want these emails to appear as unread in your inbox.
   

6. Click Create filter.

Gmail will now forward emails that match the filter to the Google Group, which will in turn forward the email to receipts@letsweel.ai. Weel AI will then match it to the appropriate expense.