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

  • Updated

Create a Google Group so Gmail can auto-forward supplier receipts to Receipt capture and match, without needing to verify a forwarding address.

Before you start

  • Receipt capture and match must be turned on first (Premium plan and above). Enable it under Settings > AI expense complete > AI-powered receipt collection - this is also where you'll find the forwarding address, receipts@letsweel.ai.
  • You'll need Google Workspace admin access to create the Group in the first section below (one-time setup).
  • If you'd rather send receipts to Weel directly without setting up Google Workspace forwarding, see Receipt capture and match instead.

Steps

Create a Google Group (admin, one-time)

  1. Go to 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.

    • Make sure the domain matches your organisation's domain - this becomes the address your team forwards receipts to.

      google-group.png
  4. Configure the group's permissions.

    • We recommend letting anyone in the organisation forward emails to the group, without letting members view each other's emails.

      group-settings.png

  5. Click Add Members and add receipts@letsweel.ai as a member of the group.

    group-member.png

Create auto-forwarding rules (any Gmail user)

  1. Open the email you want to auto-forward and click the three dots at the top of the email.

    filter-messages.png
  2. Click Filter messages like these.
  3. Adjust the filter criteria as needed (for example, sender or subject), then click Create filter.
  4. The first time you do this, click Add forwarding address, then enter your Google Group's email address under Forwarding.

    • Gmail won't ask you to confirm it, since the address matches your organisation's domain.

      new-forwarding-address.png
  5. Check the Forward it to box and select your Google Group's email address.
    • Optionally, check Mark as read if you don't want these emails to appear as unread in your inbox.
forward-rule.png
  1. Click Create filter.

What happens next

Gmail forwards matching emails to your Google Group, which relays them to receipts@letsweel.ai. Weel identifies the original recipient (not the Group or the supplier) from the forwarding headers, and matches it to that person's Weel account and outstanding transactions.

Good to know

  • The forward must come from your own Weel-linked inbox - the mailbox owner must be the person whose email is registered to their Weel account. Forwarding on someone else's behalf won't match.
  • Matching happens immediately, with no holding window. If you forward a receipt before the matching transaction posts in Weel, forward it again (or upload it manually) once the transaction appears.
  • If you belong to more than one Weel business, a forwarded receipt is only matched by businesses on Premium (or above) with Receipt capture and match enabled, not Basic-plan businesses.
  • You won't be notified if a forwarded receipt fails to match. If it seems to be missing, confirm the transaction has posted, then forward it again.

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