Scan Addresses

Summary

Scan addresses are dedicated email addresses Torqueflow gives you so suppliers, staff, or bookkeepers can email invoices and delivery notes straight into your scan inbox. Each address is shaped <token>@scan.torqueflow.app. Forwarding a PDF or photo to one of these addresses queues it for AI extraction and review.

Use this guide to create scan addresses, share them with the right people, and revoke or replace them when staff or suppliers change.

Prerequisites

• You have the settings.scan_addresses.manage permission. The Owner and Manager roles have this by default.
• Your organisation has been turned on for the scan workflow. While the feature is being rolled out you can still create addresses, but they will not start receiving emails until we flip the switch for your organisation. A yellow banner on the page tells you when this applies.

Steps

Create a scan address

1. Go to Settings → Scan Addresses.
2. Click Create address in the top right.
3. Fill in the form:
   • Label - a short description so you remember what this address is for. For example “Reception desk”, “Euro Car Parts forwarding”, “Bookkeeper”.
   • Document type - leave on Auto-detect if the same address will receive both purchase invoices and delivery notes. Pick Purchase invoice or Delivery note to lock the address to one type.
   • Rate limit per hour - pick Standard (50/hr) unless you know better. Low (20/hr) is for low-volume use cases. High (200/hr) is for a single supplier batch-forwarding many invoices at once.
4. Click Create address.
5. The success dialog shows you the new email address. Save it now. Click Copy email to copy it to the clipboard, then paste it somewhere you can find later (a sticky note, an email to yourself, your supplier portal). After you close this dialog, you can still copy the address from the list, but the success dialog with the warning is shown only once.
6. Click I’ve saved this address to close.

Share a scan address

In the address list, click any email cell to copy it. A toast confirms the copy. You can then:

• Paste it into your email signature so suppliers default to using it.
• Email it to a supplier and ask them to switch their automated invoice email to the new address.
• Forward existing supplier emails from any inbox (Gmail, Outlook, Apple Mail) using your normal Forward button. The forwarded message becomes a scan automatically.

You can have several addresses for different use cases. Many garages use one for reception, one for the bookkeeper’s pile, and one per high-volume supplier so usage is easy to track.

Edit an address

1. Open the row dropdown and click Edit.
2. You can change the Label, Document type, and Rate limit.
3. The email address itself cannot be changed. To get a new email address, use Replace.
4. Save.

Replace an address

Use Replace when an address is being abused, or when a supplier is sending to the wrong place and you need a fresh address with the same settings.

1. Open the row dropdown and click Replace with a new address.
2. The confirmation tells you the old address stops working immediately. Click Replace address.
3. The success dialog shows you the new address. Save it the same way you saved the original.
4. Notify anyone who was using the old address — they will start getting bounce emails (see below) until they switch.

Revoke an address

1. Open the row dropdown and click Revoke.
2. Pick a reason. Common ones are “Staff left”, “Supplier changed”, “No longer needed”, “Suspected abuse”. Pick Other for a custom note.
3. Click Revoke address.
4. The address moves to the Revoked tab. Anyone still emailing it gets an automated bounce reply.

You can view a revoked address’s history (created by, revoked by, reason) by clicking View details on its dropdown. You cannot bring a revoked address back — create a new one instead.

Expected Outcome

Your active scan addresses appear under the Active tab with a usage counter. The first time someone emails a working address, the Usage column shows the count and the time it was last used. A scan appears in Finance → Purchases → Scan Inbox within a minute.

What happens on the receiving end

When someone emails a valid scan address:

1. The email is accepted at scan.torqueflow.app.
2. Each attachment becomes a separate scan. PDFs, JPG, PNG, WebP, and HEIC (iPhone photos) are accepted up to 50 MB.
3. Inline images smaller than 100 KB (typical email signature logos and tracking pixels) are ignored.
4. Calendar invites and similar non-document attachments are ignored.
5. The scan appears in the Scan Inbox with status Processing… and moves to Ready to review within 5-15 seconds.

If an email cannot be processed, the sender gets an automated reply explaining why. There are three reasons:

• Address not recognised - the address has been revoked or never existed. The sender is told to ask their garage admin for an up-to-date address.
• Address revoked - the address was active but has been revoked. Same advice.
• No valid attachments - the email had attachments but none were accepted file types or all were too small. The sender is told what file types are accepted and what the size limits are.

Auto-responders, mailing lists, and noreply@… senders never receive a bounce reply (so we do not start a loop).

Notes

• The email address is shown in full only when you create or replace it. After that, you can copy it from the list, but it is not displayed in plain text — to discourage screenshots that leak the address.
• Revoking an address is a soft delete. The audit trail (who created it, who revoked it, what reason) is kept indefinitely.
• Each address has its own per-hour rate limit. There is also a global limit on how many emails any single sending IP can deliver per hour, which protects against abuse.
• The Usage column shows “Never used” when an address has accepted zero scans. This usually means the supplier has not switched to the new address yet — chase them up.
• The yellow “Coming soon for your account” banner disappears as soon as your organisation is enabled for inbound email. We email you when that happens.

Troubleshooting

Problem: Supplier says they emailed the address but no scan arrived. Cause: Several possibilities. The address may have been revoked. The attachment may have been too small (< 10 KB) or too large (> 50 MB). The sender may have hit the per-hour rate limit. Inline-only images are ignored. Fix: Ask the supplier for the bounce reply they received. The bounce explains the reason. If they did not get a bounce and no scan arrived, the email may not have reached us at all (sender’s outbound mail issue).

Problem: Address shows “Never used” but I have given it to suppliers. Cause: Either no one has emailed it yet, or the supplier is using the wrong address (typos in long token addresses are common). Fix: Copy the address from the list and email the supplier with the correct address. The first usage will show within seconds of an email arriving.

Problem: I lost the email address before saving it. Cause: The success dialog after Create or Replace shows the address only once. Fix: Open the row dropdown in the address list and click Copy email — this puts the address back on your clipboard. The full address is recoverable through the copy action even though it is not displayed in plain text on the row.

Problem: A staff member who left is forwarding from their old work email to a scan address. Cause: The old mailbox is still configured. Fix: Revoke the address with reason “Staff left”, create a new one, and update the relevant supplier or staff onward.

Permissions

• settings.scan_addresses.manage is required to view this page and create, edit, replace, or revoke addresses. Owner and Manager roles have this by default. Service advisors and technicians do not.