Email Remittance Capture, Automated
Forward a remittance email and it is processed automatically. RemitClear runs remittance advice OCR on the PDF attachment, or on the email body text when there is no attachment, matches every line against your open invoices, and queues the result for review. It reads remittances for payments made by ACH, check, BACS, EFT or wire, and posts to Xero or QuickBooks Online.
Trusted by finance teams across Xero and QuickBooks Online
The Problem
Remittance Emails Pile Up. Manual Processing Can't Keep Up.
Most remittance advices arrive by email. A PDF attachment here, an Excel file there, sometimes just invoice numbers listed in the email body. Your accounts receivable team opens each email, downloads the attachment, reads the document, and manually enters the data into Xero or QuickBooks Online. For teams processing 10+ remittances a day, this is a full-time job.
The manual approach creates bottlenecks. Remittances sit in inboxes waiting to be processed. Cash application is delayed. Payment allocations lag behind actual bank receipts. At month-end, the backlog compounds, and the team scrambles to reconcile everything before close.
Whether the payment arrived by ACH, check, wire, BACS, or EFT, and whether the paperwork calls itself a payment advice or a check remittance, the workflow is the same: open the email, download the PDF, read the invoice numbers, search your ledger, allocate the payment. RemitClear replaces this entire manual chain with a single email forward.
The Solution
Forward. Extract. Match. Done.
RemitClear turns email forwarding into a complete remittance processing pipeline. No manual downloads, no data entry, no switching between tabs. Just forward the email and the system handles the rest.
Forward Remittance Emails
Set up your dedicated RemitClear email address once. From then on, simply forward remittance advice emails from your inbox. RemitClear picks up PDF, Word, Excel, CSV, and TSV attachments automatically. If the remittance details are in the email body itself (no attachment), the system extracts data directly from the message text.
AI Extracts Every Detail
The AI-powered extraction engine reads each document and extracts payer name, payment date, currency, total amount, payment reference, and every individual invoice line item. It uses your configured invoice prefixes for targeted recognition, and picks up unusual numbering formats too, so a line is not lost just because it does not look like a typical invoice number. Processing takes under 10 seconds.
Invoices Matched to Your Ledger
Extracted invoice numbers are automatically matched against your open accounts receivable invoices in Xero or QuickBooks Online. The matching algorithm handles exact, partial, and prefix-based matching. Already-paid invoices are detected and flagged. Everything is queued for your review with confidence scores so you know exactly how certain each match is.
Review and Post
Approve matches, adjust allocations, and post payments straight to Xero or QuickBooks Online. In Xero you choose one batch payment covering every matched invoice or separate individual payments; in QuickBooks Online RemitClear posts one payment per customer covering all their matched invoices. The original remittance document is optionally attached to each invoice for a complete audit trail. Your team processes remittances in minutes instead of hours.
Multiple Ways to Capture Remittances
Email forwarding is just one way to get remittances into RemitClear. Use whichever method fits your workflow, or combine them.
Email Forwarding
Forward remittance emails to your dedicated RemitClear address. Attachments and email body text are processed automatically.
Drag & Drop Upload
Upload PDF, Word, Excel, CSV, or TSV files directly into RemitClear. Drag and drop one file or batch-upload 20+ at once.
Batch Processing
Process multiple remittances in parallel. Each is independently extracted, matched, and queued for review.
No Per-Document Keying
Check Remittance Capture Without the Keying Service
In the US, "remittance capture" usually means a bank or third-party keying service that scans the documents arriving with your check payments and types the remittance details off them, billed per document and per index field. RemitClear does the same job without the keying service.
Forward the emailed remittance, or upload the PDF your bank or a keying service sends, and the AI captures every invoice number and amount automatically. No per-document keying, no indexing service, no scanning hardware to run. Payments arrive by ACH, check, wire, BACS, or EFT; however the remittance reaches you, RemitClear reads it and matches each line to your open invoices, then posts to Xero or QuickBooks Online.
From remittance to posted
See RemitClear in Action
Remittance document
Remittance_Advice.pdf
142 KB
Xero invoice matching
Waiting for extraction...
Posted to Xero
Payments recorded successfully
FAQ
Frequently Asked Questions
Can I set up a rule in Outlook or Gmail to auto-forward remittances?
Yes, this is what most teams do. Create a mail rule that forwards emails matching your criteria (e.g. subject contains 'remittance', from a specific sender, or with PDF attachments) to your RemitClear email address. Remittances are then processed automatically without anyone needing to manually forward or log in.
What if a client sends remittance details in the email body with no attachment?
RemitClear extracts invoice numbers and amounts directly from the email body text. This is common with smaller clients who don't generate formal remittance advice documents. They just list invoice numbers and amounts in the email itself. The AI reads and structures this data the same way it would a PDF.
Is there a limit to how many emails I can forward per day?
There's no daily email limit, forward as many as you like. Pricing isn't a per-email charge; it reflects the overall volume of remittances and invoices RemitClear processes for you, agreed with you upfront on a demo.
How quickly are forwarded emails processed?
Forwarded remittances are extracted and matched within seconds of arriving: under 10 seconds for a typical advice, and under a minute for one running to hundreds of lines. By the time you switch to RemitClear to review, the matches are already waiting. There's no queue or batch window. Each email is processed immediately on arrival.
Can multiple team members forward to the same RemitClear address?
Yes. The dedicated email address is shared across your workspace. Anyone on your team (or an automated mail rule) can forward remittances to it. All processed remittances appear in the same inbox for your AR team to review and post.
Does RemitClear handle ACH, check, BACS and EFT remittances, not just emailed PDFs?
Yes. However the payment was made, ACH, check, wire, BACS or EFT, RemitClear captures and reads the remittance. Payers send the invoice details as a PDF, an Excel file, or in the email body, and some attach a separate remittance advice. RemitClear runs OCR on whatever you forward or upload, extracts every invoice line, and matches it to your open invoices, so the capture step is the same however the payment arrived.
Do we still need a 'remittance capture and indexing' service to key our check remittances?
No, and that is the point. Traditional remittance capture and indexing is a manual keying service, often bought from your bank, that types the invoice numbers and amounts off each remittance and bills per document and per index field. RemitClear captures the same data automatically: forward the emailed advice or upload the PDF, and every invoice line is extracted and matched to your open invoices in seconds, with no per-document keying and no scanning hardware to run.
Related Solutions
Cash Application Software
Capture is step one. See the full cash application automation across Xero and QuickBooks Online.
QuickBooks Online
Remittance capture and cash application for finance teams running QuickBooks Online.
Xero Remittance Matching
See how the AI extraction engine reads any remittance format and matches against Xero.
Multi-Invoice Payment Matching
Handle remittances where a single payment covers dozens or hundreds of invoices.
Further Reading
A Remittance Inbox That Processes Itself
The shared mailbox, the forwarding rules, and the inbound address that catch every remittance in one place.
Applying Payments in QuickBooks Online
What happens after capture on QuickBooks Online: one customer payment landing across several open invoices, short pays and credit memos included.
When to Let Automation Post Without Review
How confidence scoring decides which captured remittances are safe to post unattended.
Ready to Automate Your Remittance Processing?
Book a demo and we'll walk you through RemitClear using your own remittances. See the difference in minutes.
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