Government letters straight into Odoo
Odoo can receive documents by email. Boxflow sends each eBox Enterprise and MyMinfin message to the right Odoo email alias, so it is archived in Documents or ready as a draft vendor bill.
What you need
- A Boxflow account with at least one connected company.
- An Odoo database with the Accounting and/or Documents app.
- Access to the Odoo settings to look up the email alias.
How it works
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1
New message
Boxflow fetches a new message from eBox Enterprise or MyMinfin.
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2
Email automation
A Boxflow automation emails the message, with its PDF, to your Odoo email alias.
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3
Odoo
Odoo files the document in a Documents workspace or creates a draft vendor bill.
Set up the email action in Boxflow
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1
Look up your Odoo email alias
Find the email address in Odoo where the documents should go (see “Where to find your Odoo email address” below).
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2
Create an automation
In Boxflow, go to Automations and create a new automation. Add conditions so only the right messages go to Odoo, for example one company, or one sender.
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3
Add a “Send by email” action
Enter the Odoo email alias as recipient and switch on “Include attachments”: Odoo processes the attached PDF files. Use placeholders in the subject, such as {{ company.name }} and {{ message.subject }}.
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4
Test
Reprocess the automations of an existing message in Boxflow and check that the document appears in Odoo.
Where to find your Odoo email address
- Vendor bills: go to Accounting › Configuration › Journals, open your purchase journal (usually “Vendor Bills”) and look at the Email Alias on the Advanced Settings tab. By default it is vendor-bills@ followed by your alias domain, for example vendor-bills@yourcompany.odoo.com.
- Archiving: in the Documents app, workspaces (folders) can also have an email alias, for example a “Finance” workspace. Documents emailed there are filed in that workspace.
- On Odoo Online and Odoo.sh, the alias domain is configured automatically. On-premise, an alias domain and incoming mail server must be set up.
- Several companies in Odoo? Each company has its own purchase journal and alias, so create one automation per company in Boxflow.
Archive, or create vendor bills?
- Most government letters, such as tax assessments, social security letters or traffic fines, are not supplier invoices: send them to a Documents workspace to archive them.
- Only send documents that should be booked as a bill, such as payment requests, to the vendor bills alias: every PDF attached to the email becomes a draft vendor bill.
- Use separate automations with conditions on sender or subject to split both flows.
Tips
- Only PDF and XML attachments are processed through a journal email alias.
- Enable document digitization in Odoo Accounting to have the content of vendor bills recognised automatically.
- Every email sent by an automation is recorded in the audit trail of the message in Boxflow.
Sources: Odoo documentation – Document digitization (vendor bills via email alias) · Odoo documentation – Manage inbound messages (email aliases)
Frequently asked questions
Does Boxflow have a native Odoo integration?
Not yet. This email-based approach works with every Odoo edition that can receive emails on an alias, without installing anything.
Will every message become a vendor bill?
Only if you send it to the vendor bills alias. Send letters you only want to archive to a Documents workspace alias instead.
Can I send messages of different companies to different Odoo companies?
Yes. Create one automation per company in Boxflow, each with the email alias of the matching Odoo company.
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