Arsalan YasinImagine sending an email and watching your expense report magically appear in Odoo. Sounds cool? Let’s break it down!
Managing employee expenses can be a headache. But Odoo 18 simplifies it — and the best part? You can generate expense reports just by sending an email. No manual entry. No extra steps.
Let’s dive into how this feature works and how you can set it up in minutes.
📬 Email to Expense – A Game Changer
Odoo 18’s Expense module lets employees email their receipts to a dedicated alias. That email creates an Expense Record automatically. It’s like having a virtual assistant filing report for you.
This saves:
- Time
- Manual data entry
- Errors and delays
⚙️ How to Configure the Incoming Email Feature in Odoo 18
Let’s go step-by-step:
1. Set Up a Catch-All Email Alias
First, create an alias like:
expenses@yourcompany.odoo.com
Go to:
Settings → Technical → Email → Aliases
Choose the model: Expense
Set a default user (optional but recommended).
2. Enable Email Gateway
Make sure your Odoo is set up to receive external emails.
Check:
Settings → General Settings → Email
Enable Incoming Mail Servers.
Set up your IMAP/POP server and test the connection.
3. Test the Magic
Now ask your employee to send an email like:
Subject: Taxi from airport
Body: Took a ride from airport to hotel
Attachment: Receipt photo (PDF, JPG)
Once received, Odoo will:
- Create a new expense record
- Attach the receipt
- Fill out basic info from the subject/body
That’s it. No clicking, no copy-paste.
💡 Pro Tips to Make It Even Smoother
- Use a Template: Ask employees to use a format for quick recognition
- Auto-validation rules: Set up workflows so low-value items go straight to approval
- Assign categories by keywords: Example: If email says “Uber,” assign it to “Travel”
🎯 Benefits for the HR & Finance Team
Using email-to-expense automation brings in:
✅ Less admin work
✅ Instant record creation
✅ Faster reimbursements
✅ Happier employees
No one likes chasing receipts. This system eliminates the back-and-forth.
🤖 How Does Odoo Match Emails to Expense Records?
Behind the scenes, Odoo scans:
- Sender’s email
- Subject line
- Attachment types
- Email alias rules
It then links the incoming mail to a res.partner (employee record) and generates the draft.
Admins can review and validate it right away.
📌 When Should You Use This Feature?
This is perfect for:
- Sales reps on the road
- Remote teams
- Quick reimbursements
- Companies dealing with dozens of receipts daily
🚀 Final Thoughts – Let Email Do the Work
Odoo 18’s email-to-expense is simple but powerful. Just set it up once, and your team can submit expenses from anywhere. No app, no login, just an email.
Want help setting it up for your company?
Let’s automate those boring tasks and save your team hours every week!