The Email to Payable feature lets you share a dedicated AP email address with vendors. When a vendor sends an invoice to that address, Accounting Seed automatically generates a draft Payable linked to that vendor based on the Primary Contact's email on the vendor record. For a detailed overview see the Email to Payable Overview in the Invoice Automation Overview article. 

Complete the following steps to configure Email to Payable: 

• Step 1: Setup and Assign Permission Sets 
• Step 2: Authorize the Accounting Seed Hub 
• Step 3: Activate a Remote Site setting 
• Step 4: Configure a Salesforce Email Service 
• Step 5: Enable Previewing different File Types 
• Step 6: Update the Payable Lightning record page
• Step 7: Test the Email Service 
• Step 8: Set up Forwarding and Share AP Email Address with Vendors 

Step 1: Setup and Assign Permission Sets

Note: If your organization has an "integration user", you would follow the same steps and assign it to that user.

Part 1 – Set up and assign the AS Hub Permission Set

1. If your org is on the Summer '26 Preview release or later:
   1. Navigate to Setup > Users.
   2. Find the user who will authorize the AS Hub, click to view their user record, then scroll down to the Permission Set Assignments section and click Edit Assignments.
   3. Assign the “AS Hub Authorization” permission set to this user and save your changes. Skip to #2.d below.
2. If your org is on a release earlier than Summer '26 Preview create this permission set and assign it:
   1. Navigate to Setup > Permission Sets. 
   2. If you haven't created this for another feature, create a new custom permission set named “AS Hub Authorization”. 
   3. Assign these Apex Classes:
      1. AcctSeed.AccountingSeedHubHelper,  
      2. AcctSeed.AccountingSeedHubService 
   4. Assign App Permissions:
      1. Select Query All Files and click Save.
   5. Assign this permission set to the user who will authorize the Accounting Seed Hub.
3. This user must also have: 
   1. A full Accounting Seed license 
   2. A Salesforce license 
   3. AS Full Admin permission set assigned

Part 2 – Set up and assign the "AS Invoice Automation User" permission set   

1. If your org is on the Summer '26 Preview release or later:
   1. Navigate to Setup > Users.
   2. Find the user who will be using Invoice Automation, click to view their user record, then scroll down to the Permission Set Assignments section and click Edit Assignments.
   3. Assign the "AS Invoice Automation User" permission set to this user and save your changes.  Assign this to all your invoice automation users.  Skip #2.
2. If your org is on a release earlier than Summer '26 Preview create this permission set and assign it:
   1. Navigate to Setup > Permission Sets.
   2. Create a new custom permission set named “AS Invoice Automation User.” 
   3. Assign these Apex Classes:  
      1. AcctSeed.APAutomationService,  
      2. AcctSeed.FileManagerController,  
      3. AcctSeed.FilePreviewCarouselController,  
      4. AcctSeed.FilePreviewCarouselFieldOptions
   4. Under Object Settings, find the Payable object and give Edit access to the Default File Id field.
   5. Assign this permission set to your invoice automation users. 

Step 2: Authorize the Accounting Seed Hub

If you have already authorized the Accounting Seed Hub, skip this step.

Note: If you plan to use an integration user, log in as that user before authorizing the AS Hub.

1. Navigate to Accounting Home and click the Setup tab. Under the Utilities menu, click Accounting Seed Hub.
2. Click Authorize Accounting Seed Hub.
3. The Allow Access dialog box opens: click Allow.

The Accounting Seed Hub Authorization page refreshes and displays the email address of the authorizing user. The button changes to Re-Authorize Accounting Seed Hub, and the org is now ready to send and receive real-time information. For more information, see the Authorize the AS Hub article.

Step 3: Activate a Remote Site setting

1. In a production org, navigate to Setup then search for and click on Remote Site Settings.
2. In the list check if ASQProd_AccountingSeed.
   1. If it is not listed, click New Remote Site and set the Remote Site Name as ASQProd_AccountingSeed.
   2. Set the Remote Site URL as https://asqprod.accountingseed.com
3. Next click on Active, to activate it.
4. Click Save.
5. Similarly, ensure the Remote site URL https://api.accountingseed.com is listed and is active.

Note: If you are testing in a sandbox org, ensure the Remote Site and URLs are listed and active. You may need to add them manually; click new New Remote Site and name ASQTest_AccountingSeed. The Remote Site and url should be unique and without spaces:

• https://asqtest.accountingseed.com

Step 4: Configure a Salesforce Email Service 

1. Go to Setup > Quick Find > Email Services. Click New Email Service. 
2. Enter an Email Service name, such as “EmailToPayable”. 
3. Set the Apex Class to PayableInboundEmailHandler.  
4. Set ‘Accept Attachments’ to All. 
5. Leave ‘Accept Email From’ blank to accept mail from all senders. 
6. Select the Active checkbox. 
7. Under ‘Failure Response Settings’, set both drop-down lists to Bounce Message. 
8. Select Enable Error Routing and enter an email address for error notifications. 
9. Click Save and New Email Address. 
10. Enter an Email Address Name. In the Email Address field, enter only the portion before the @ sign.
    Note: This is an internal Salesforce address. It is not the AP email you will share with vendors. 
11. Select the Active checkbox. 
12. In the Context User field, enter your integration user (or a user account that is unlikely to be deactivated). 
13. Click Save.
14. Copy and save the generated email address for use in later steps.

Note: To support more than one AP email address in the same org, repeat Step 4 for each additional address. Give each Email Service a unique Email Service Name (for example, "EmailToPayable_AP1" and "EmailToPayable_AP2") so they can be distinguished from one another.

Step 5: Enable Previewing Different File Types

This setting allows the Related Documents component to display a preview of the invoice your vendor emails. If your vendors typically send invoices as PDFs, configure this setting for PDF.

Note: File Upload and Download Security is an org-wide setting; it cannot be scoped to a specific object.

1. Go to Setup > Quick Find > File Upload and Download Security.
2. Click Edit.
3. For each file type your vendors typically send (e.g., PDF), set the drop-down to Execute in Browser.
4. Click Save.

Step 6: Update the Payable Lightning Record Page

Add the following components to the Payable Lightning record page:

1. Related Documents / File Preview Carousel: Required for AI Invoice Capture controls. Setup steps are outlined in the File Preview Carousel article.
2. Advanced Line Manager: Required for easily adding and editing Payable Lines. Setup steps are outlined in: Update the Payable Lightning Record Page with the ALM.

Step 7: Test the Email Service

Note: Every email sent to the email service will generate a draft Payable, so to avoid unnecessary draft Payables, reserve the AP email address strictly for invoices. Direct vendors to use a different address for general inquiries. 

Steps to test the service:

1. Create a test Vendor record in Accounting Seed: 
   1. Set yourself as the Primary Contact.
   2. Set your email address as the Primary Contact’s email address.
      1. Note: Ensure this email address is not populated on any other contact records. 
2. Navigate to Payables and select the “All” list view. 
   1. Sort by the Payable Name so that the most recent show at the top of the list 
3. Send an email from your address (the same address saved in Step 7.1.b) to the Salesforce Email Service address (saved in Step 4). Use “Test” as the subject and attach a sample PDF. 
4. Refresh the Payable list view. You should see:
   1. A new Payable appear with the “Draft” Posting Status.
   2. The test vendor already populated on the Payable.
   3. The attached document visible in the Related Documents carousel.
   4. On the Payable’s Activities tab, the original email that created this Payable is displayed to help you cross-reference.

Step 8: Set up Forwarding and Share AP Email Address with Vendors

1. Set Up Forwarding from AP address to SF Email service:
   1. Provide your email administrator with the Salesforce Email Service address from Step 4.
   2. Have them configure forwarding from your AP address (e.g., ap@yourcompany.com) to the Salesforce Email Service address.
2. Run a quick test by sending an email to the AP address and confirm that a draft Payable is created with the attachment accessible.
3. Once verified, share the AP email address with your vendors for invoices only.

Steps for Outlook Users

In Outlook (your AP email inbox):

1. Go to Settings > Mail > Forwarding > Toggle on ‘Enable forwarding’.
2. Paste the Salesforce Email Service address. Click Save.

Additional Steps for Gmail Users

Complete this section only if your organization uses Gmail. Gmail requires verification before it can forward mail to an address without a standard inbox.

1. In Salesforce:
   1. Go to Setup > Custom Metadata Types.
   2. Click Manage Records next to Binding Label.
   3. Click Edit next to EmailToPayableVerification.
   4. Select the Is Active checkbox and click Save.
2. In Gmail (your AP email inbox):
   1. Go to Settings > See all settings > Forwarding and POP/IMAP > Add a forwarding address.
   2. Paste the Salesforce Email Service address. Click Next > Proceed > OK.
3. Back in Salesforce:
   1. Click the App Launcher > Files > Libraries > AS Files folder.
   2. Download EmailToPayableVerification.txt. Copy the verification link it contains.
   3. Paste the link into a new browser tab and click Confirm.
   4. Return to Custom Metadata Types > Binding Label > Edit EmailToPayableVerification. Deselect the Is Active checkbox and click Save.

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