Software invoice collection

Make the next invoice easier to find.

If this was a one-off download, the manual guide may be all you need. If the same hunt happens every month, choose a workflow around the work that is actually slowing you down.

Official sources reviewed October 13–14, 2026 · No account required

01 · Keep it simpleNo new paid tool required

A shared inbox and a named owner

Start here when only a few invoices go missing. Use an inbox or alias you already control, and agree who is responsible for each software account.

Name the billing owner. Record who can enter the vendor’s billing settings. The person preparing expenses may not have that permission.
Route actual documents. Where the vendor supports it, add the shared address as a billing recipient. Check that the message includes an invoice, not just a payment notification.
Keep a short exceptions list. For portal-only invoices, save the official billing link and ask the owner to download the document each month.
Check what is missing. Compare the expected vendors with received documents and follow up on gaps. Do not share passwords to make this easier.

Check which vendors document invoice email →

This organizes the handoff. It does not grant access or retrieve invoices automatically.

02 · SparkReceiptPublished capabilities reviewed

For invoices already arriving by email

SparkReceipt scans forwarded receipts or a connected Gmail, Microsoft or IMAP mailbox and extracts expense details. It offers accountant access and exports for the bookkeeping handoff. Consider it when the documents arrive reliably but sorting and entering them takes time.

Cost and limits: Pro includes 50 documents per month and one connected mailbox. Elite supports more mailboxes and document scanning subject to fair use. Check the current price, extra-user charges and history-import credit allowance; older email imports can cost extra.
Check before connecting: The mailbox owner must authorize a connection or arrange forwarding. The reviewed documentation covers email bodies and attachments, not retrieving documents from supplier billing portals. Confirm that the actual invoice arrives, rather than only a link or payment alert. Microsoft and IMAP live scanning reads the Inbox, so rules that move mail into other folders can cause gaps.

Check SparkReceipt

You will continue on SparkReceipt’s website. No Billproof signup is needed.

03 · GetMyInvoicesPublished capabilities reviewed

For invoices spread across supplier portals

GetMyInvoices collects documents from supported online portals and email accounts, then exports them to connected accounting systems. It is worth investigating when logging into several billing sites is the recurring work.

Cost and limits: Essential is advertised from €19 per month, before tax, with 20 documents, 5 portal connections, 1 email account and 1 user. Check the billing period and limits on the provider’s pricing page.
Check before connecting: Test each supplier and your exact sign-in method with the billing owner. The Google SSO guide recommends a desktop app; automatic 2FA setup can require sharing authenticator setup data with the provider. Confirm that your organization permits the connection. A portal listing is not proof that your account will connect.

Check GetMyInvoices

You will continue on GetMyInvoices’s website. No Billproof signup is needed.

04 · DextPublished capabilities reviewed

For receipts that need to reach the books

Dext accepts uploads, mobile captures and emailed documents, extracts their details, and publishes reviewed records to supported accounting software. Its documented connections include Xero and QuickBooks Online. It also offers scheduled invoice fetching.

Cost and limits: Check the current business plan for your country, document volume and team. Ask your accountant whether you already have access before buying another subscription.
Check before connecting: Confirm the accounting connection, user roles and supplier coverage you need. Forwarding an invoice does not give the bookkeeper permission to enter the supplier’s billing account.

Check Dext

You will continue on Dext’s website. No Billproof signup is needed.

Before payingTest your real workflow

Try the awkward account first.

Pick a vendor that is difficult to collect from, and ask its billing owner to help with the trial. Confirm that the tool retrieves the right document, for the right company and billing period, and sends it where your bookkeeper needs it.

Does your exact supplier account and login method work?
Who must complete setup or respond when a connection needs attention?
Can you review and export the invoice in the format you need?
Do document, portal and user limits cover your actual monthly workload?

If most of the work is still asking other people for access, software alone may not solve it. Establish the owner and handoff before adding another subscription.