I am anti-click.
Something takes 5 clicks? That’s about 2 too many for me.
If something’s going to get done immediately and avoid finding its way to my “list” I want it to feel instant.
- You’re using Gmail or Google Apps for your email
- You’re using a receipt tracker app (like I talk about here)
Then this setup is the fastest way I know to get all of your receipts saved, logged, and out of your inbox – in three clicks flat!
- Click #1: Open Email
- Click #2: Drag your “Receipts” label to the email header
- Click #3: Archive that puppy
Get Set Up:
Before you start, you’ll need an account with a Receipts tracker app, and an account with [eafl id=290 name=”Zapier” text=”Zapier”]. (If you don’t have an account with [eafl id=290 name=”Zapier” text=””] yet, grab one! They are free and I use them a LOT around here!)
Step 1) Create a Gmail Label called “Receipts”
First we need a way to identify emails we want saved. Here’s how to do it in Gmail / Google Apps:
- Open your Gmail settings by clicking on the “gear” icon
- Click on the “Labels” tab and scroll down to where it says “Labels”
- Click “Create new Label”
- Enter your new label name (I recommend “Receipts” or something similar) and click “create”
- Your label is created!
Step 2) Create your “Zap” in Zapier
After logging into your Zapier account, create your “Zap”. (“Zaps” are just automated jobs or tasks.)
- Go here: https://zapier.com/app/editor/
- Click “Choose a trigger app” and type “Gmail”. Click the Gmail Icon that appears
- In the “Choose a trigger” drop-down that appears, choose “New Labelled Email”
- On the right side, click “Choose an action app” and type “email”. Scroll down and click the orange outlined envelope icon that says “Email”.
- In the “Choose Action” drop-down that appears below, choose the only option (Send an outbound email). Then click “Continue”
- In step two, either activate your Gmail account (follow the prompts) or click “Continue” if your Gmail account is already there.
- Click “Continue” in step 3.
- In step 4, click on the drop-down and select the “Receipts” Label you created earlier. Then click “Continue”
- In step 5, fill in the following fields as follows:
- To: Fill in the receipt forwarding email address provided by your receipt tracking app
- Subject: Click on the “Insert fields” button and choose “Subject”
- Body (HTML or Plain): Click “Insert fields” button and choose “Body Plain”
- Attachment: All Attachments (Note: I’m still testing this piece!)
- From Name: Your name (optional)
Step 3: Test & Activate
You’re all set up – now let’s test it!
- Find a receipt in your email and assign the “Receipts” label in Gmail.
- Return to Zapier and find step 6: “Test this Zap”. Click “Test Gmail Trigger” and it will find a sample email. (If you want to see which it found, click “See trigger sample).
- Click “Test Zap with this sample”
- Wait! Within a couple of minutes you should see that receipt appear in your receipt tracking app. I tested it with two apps – IQBoxy came within 5 minutes and Shoeboxed took about 10 minutes longer. (So be patient if needed).
- In Zapier, add a name (I chose “Forward Gmail Receipts to Receipt Tracker App“) and click “Turn Zap On”.
Now when you do your daily inbox tidy-up, you can find all receipts in your inbox, check the box next to them and assign the label all at once – then click “Archive”.
Bam! They’re out of your inbox and fully tracked.
Technology is beautiful!