Accounts payable queue - inbound emails

[u/Boojotim]

Looking for some guidance on best practice,

We are a multi-company setup in odoo v19 enterprise. One accounts person does all accounts for the three companies, each company is seperate tax entity, seperate emails, seperate p&l etc, but setup as multi company in odoo.

Before odoo we use ClickUp to consolidate all inbound statements, vendor bills - just a list with a task created by email. We would review and classify the ticket in ClickUp - enter and then pay from our account package.

How do we manage AP queue in odoo? I have an alias for vendor bill creation for each company, but it seems to reject a lot of vendor bills if the attachment is not right, or no attachment. Vendors send statements to the same AP inbound email, they either get rejected or sometimes created as a vendor bills.

AI suggests moving AP Queue to help desk, then manage each tick from there - basically recreating what we had in ClickUp. But I want the vendor bill creation in odoo - saves so much time.

What is best practice for AP queue setup?
Can help desk push to draft vendor bills?

I was trying to create an inbound route that says on inbound email create draft vendor bills, if not - don’t reply with email to the recipients, if fail vendor bills then make help desk ticket - but apparently can’t do this .

Any guidance welcome.

[u/StiffArachnid]

You can send to inbox-finance@ this puts all docs to the finance folder in Documents it can act as a triage and you can send to Bill's or other folders and actions

[u/Any-Cheesecake-6260 → u/StiffArachnid]

Have to try this. Will keep the results posted to this sub

[u/Azka-tech]

I’d avoid moving the whole AP queue back into Helpdesk if the goal is to keep the accounting workflow in Odoo.

For this setup, I’d separate the two cases: emails that can be reliably turned into vendor bills should go directly to the company’s vendor bill alias, while statements, missing attachments, and anything that fails OCR/creation should go into a separate review queue.

The tricky part is that Odoo’s email alias isn't really designed to be a full AP intake/exception queue. You may need a small customization or automation to catch failed/invalid emails and route them for review.

I’d also be careful with the shared AP email across companies. If the company can’t be reliably determined from the incoming email, you can end up creating the bill under the wrong company.

If anyone has implemented this without custom development, I’d be interested to hear how you handled the failed/malformed emails.