How Billfetch collects from Outlook
When you connect with Outlook / Microsoft 365, you sign in on Microsoft’s page and approve read access to that one mailbox. Billfetch then reads the mailbox and collects invoices from it, exactly as it does for any email connection.
- PDF attachments are saved as documents.
- Emails without an attachment are checked first, and only those that look like invoices are saved.
- Everything else is left alone and isn’t stored.
Add a Sender filter in the connection’s settings, such as amazon.co.uk, [email protected], to fetch mail only from the senders you list.
New documents arrive in This month under Awaiting approval. Billfetch reads the supplier, date, amount and tax, you approve them, and each one is matched to its payment in your bank, for example on Wise or Starling.
How to connect Outlook
- In Billfetch, open Sources and select Add connection.
- Choose Outlook / Microsoft 365.
- Optionally pick a date under Collect history from (optional) to fetch older invoices.
- Select Continue to Microsoft and sign in with the mailbox you want to connect.
- Approve read access to that mailbox.
You come back to Billfetch and the mailbox appears under Sources. Access is renewed automatically while it’s valid; if it’s revoked or expires, the card shows Reconnect.
When mail is collected
A normal inbox is checked when you select Sync now on its card, so Billfetch doesn’t work through a busy inbox in the background.
If the mailbox receives nothing but invoices, turn on This mailbox only receives invoices in the connection’s settings. It’s then checked automatically, about every 15 minutes, and every email is stored without the invoice check. Don’t turn this on for a personal inbox.
Rather not connect your mailbox?
Use your Billfetch forwarding address instead. Create an Outlook rule that forwards invoice emails to it, or give the address to suppliers. Billfetch reads only that address and never touches your mailbox. In Microsoft 365, forwarding to outside addresses can be blocked by your organisation’s settings; the forwarding address guide explains what to check.
What it doesn’t do
- It doesn’t send, delete or move your email, or touch your calendar and contacts.
- It doesn’t store emails that aren’t invoices.
- It doesn’t submit anything to HMRC.
Using Gmail? See collecting invoices from Gmail.
Frequently asked questions
Does Billfetch see my Microsoft password?
No. You sign in on Microsoft's own page and approve read access to the mailbox. Billfetch receives access to that mailbox, never your password.
Does it work with Microsoft 365 business mailboxes?
Yes, Outlook.com and Microsoft 365 mailboxes both connect. Some organisations require an administrator to approve new apps first; if so, ask your admin or use the forwarding address.
What happens when access expires?
The card shows Reconnect. Select it, sign in with Microsoft again and collection carries on. Documents already collected stay in Billfetch.
Can I use an app password instead?
Yes. The Email (IMAP) option works with Outlook too, using the server, your address and an app password, if your account allows IMAP.
Outlook and Microsoft 365 are trademarks of Microsoft Corporation. Billfetch is not affiliated with, endorsed or sponsored by Microsoft.