Set up the bills inbox and 3-way matching
Let supplier invoices code and match themselves, then post once to QuickBooks with no double entry.
Find your bills inbox address
Each company gets a dedicated address like bills+token@yourco. You'll find it under Purchases. Forwarding or CC'ing a supplier invoice here creates a draft bill with the PDF attached.
Configure inbound email (admin)
Connect your inbound email provider (Mailgun, Postmark, or generic) so messages reach JobGantry. Inbound webhooks are signature-verified before any bill is created.
Set vendor coding rules
For each regular vendor, set a default cost category and default job. Any bill from that vendor — emailed, scanned, or typed — will inherit those defaults automatically.
Review incoming draft bills
Emailed and scanned bills land as drafts flagged with a source indicator. OCR reads the supplier invoice number and due date. Verify the coding before posting.
Create & receive POs
Field staff create auto-numbered POs in Purchases. In the Receiving tab, mark goods received when they arrive — still a committed cost awaiting the invoice.
Match the invoice to the PO
When the supplier's invoice arrives in the inbox, JobGantry auto-matches it if the PO number is quoted; otherwise pick Match PO. Matching closes the PO so the commitment isn't double-counted and flags any price variance.
Post to QuickBooks
Post the matched bill — it becomes the actual cost and pushes to QuickBooks Online as an AP bill through the sync queue. Your bookkeeper re-enters nothing.