Email Remittance Capture, Automated
Forward a remittance email and it's processed automatically. RemitClear extracts invoice data from PDF attachments or email body text, however the payment arrived, by ACH, check, BACS, EFT or wire, matches it to your open invoices, and queues everything for review. Automated remittance capture and remittance advice OCR in one: live for Xero and QuickBooks Online.
Trusted by finance teams around the world
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. 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 your team is in the US processing ACH and check remittances, in Australia processing EFT payment advices, or in the UK processing BACS remittances, 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, with regex post-processing to catch anything the AI misses. Processing takes under 10 seconds.
Invoices Matched to Your Ledger
Extracted invoice numbers are automatically matched against your open accounts receivable invoices, live for Xero and 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 to Xero or QuickBooks Online as a batch payment or separate individual payments. 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 Lockbox Required
Remittance Capture Without the Lockbox
In the US, "remittance capture" usually means a lockbox or scanning service that keys the remittance details off the documents arriving with your check payments, billed per document and per index field. RemitClear does the same job without the lockbox.
Forward the emailed remittance, or upload the PDF your bank or lockbox 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 typically extracted and matched within 30 seconds of arriving. 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.
Is this like a lockbox or a 'remittance capture and indexing' service?
It does the same job without the lockbox. Traditional remittance capture and indexing is a manual keying service, often part of a bank lockbox, 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.
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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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