How to capture email receipts automatically with Pleo Fetch

Digital receipts are everywhere. Flights, hotels, SaaS subscriptions and online purchases all arrive in inboxes – not in wallets. The problem is, they often stay there.

Forwarding invoices manually or uploading PDFs at month-end creates delays, increases errors and leads to missing documentation. That’s where Pleo Fetch comes in.

Pleo Fetch connects to Gmail or Outlook and automatically finds, matches and attaches email receipts to the correct transactions. No forwarding. No manual uploads. No chasing employees for PDFs.

Here’s how to set it up and use it properly.

Key takeaways:

• Connect Gmail or Outlook once. Fetch will automatically retrieve and attach digital receipts going forward.
• Match email invoices to transactions with ease. Receipts are matched to transactions using date and amount data, reducing manual uploads and forwarding.
• Reduce missing receipts before month-end. When connected, Fetch can recover receipts from the past 30 days, helping clean up missing documentation quickly.
• Eliminate forwarding chains and manual uploads. Each employee connects their own inbox, maintaining privacy and control.
• Turn receipt collection into a background process. Automated receipt capture reduces month-end chasing and keeps expense data complete in real time.

What is Pleo Fetch?

Pleo Fetch is an automated receipt retrieval tool.

Once connected to an employee’s email account, Fetch:

• Scans for receipt and invoice emails
• Extracts relevant documents
• Matches them to the correct Pleo transaction
• Attaches the receipt automatically

Fetch can even retrieve receipts from the past 30 days. This means expenses are documented continuously, not retroactively.

Before you start

Make sure:

• Employees have an active Pleo card
• They use the same email address for receipts that they connect to Fetch
• Gmail or Outlook access is available

Each employee connects their own inbox. Admins do not automatically gain access to employee email accounts.

How to connect Gmail or Outlook to Pleo Fetch

Connecting Gmail or Outlook to Pleo Fetch is done directly in the Pleo app.

1. Open the Pleo app
2. Log in via mobile or web
3. Navigate to Receipt Settings
4. Choose your email provider (Gmail or Outlook)
5. Authorise the connection (you’ll be redirected to your email provider)
6. Approve the requested permissions to allow Fetch to scan for receipt emails

And that’s it. Once approved, the connection is active.

What happens after you connect?

Once connected, Fetch works automatically in the background.

When it detects a receipt:

1. It identifies the relevant transaction in Pleo.
2. It attaches the invoice or receipt document.
3. The expense updates to show documentation has been added.

There’s no need to forward emails or upload PDFs manually.

If multiple potential matches exist, Pleo filters for accuracy based on transaction data such as date and amount.

How Fetch handles past receipts

Pleo Fetch can retrieve receipts from the past 30 days.

This is particularly helpful if:

• Employees forgot to upload invoices
• Month-end is approaching
• You’re cleaning up missing documentation

Instead of manually digging through inboxes, Fetch can recover what you're looking for automatically.

How to check if Fetch is working

Admins and employees can:

• Filter for expenses with or without receipts
• View when documentation was attached
• Monitor missing receipt notifications

Don’t worry – if a receipt isn’t matched automatically, it can still be uploaded manually via the app. Fetch reduces manual work, but it doesn’t remove control.

Questions?

Does Fetch access all emails?

Fetch scans for receipt and invoice emails only. It does not expose general inbox content to admins. Each user authorises access individually.

Can admins force connection?

No. Each employee connects their own email account. This maintains privacy and control.

What if a receipt doesn’t match?

Employees can upload it manually or forward it if needed. Fetch improves automation, but edge cases can still be handled manually.

What this means for expense management

Most receipt problems don’t happen at the point of purchase. They happen later, when someone forgets to upload a PDF buried in their inbox.

That delay creates friction at month-end. Finance chases documentation. Employees search email threads. Deadlines tighten.

With Pleo Fetch, receipt capture becomes continuous and automatic.

Invoices are attached as they arrive. Transactions are documented in real time. Missing receipt follow-ups decrease dramatically. Instead of chasing paperwork, finance teams review clean, structured data.

And that’s the real shift.

Receipt collection stops being a monthly scramble and becomes a background system that simply works.

Pleo Fetch: Set it once – simplify every month after

Connecting Gmail or Outlook to Pleo Fetch takes minutes. But the impact compounds every month:

• No more forwarding chains
• No more inbox searches
• No more last-minute receipt requests before closing the books

Instead, documentation builds automatically alongside spending.

When receipt capture runs quietly in the background, finance teams regain time, visibility and control – without adding friction for employees. And that’s what good automation should do.