Use this feature when documents for more than one legal entity arrive in the same inbox. For example, if invoices addressed to two different companies both land in one email account, Business Entities will automatically route each document to the right entity.
If each entity has its own dedicated inbox, a cleaner alternative is to create a separate workspace per entity instead.
Navigate to Settings in the left sidebar.
Click Business Entities.
Toggle the feature on.
In Settings > Business Entities, click Create entity.
Enter the Entity Name. This is mandatory.
Optionally, add Aliases (alternative names the entity may appear as on documents). The more aliases you add, the more accurately the AI can match documents to this entity.
Enter the entity's Address. This is mandatory.
Optionally, add any of the following to improve matching accuracy:
Email address
Phone number
Tax ID (VAT number or equivalent)
Click Save.
Repeat for each entity you want to track.
From Settings > Business Entities, you can:
Edit an entity to update its name, aliases, address, or contact details.
Delete an entity if it is no longer needed.
Merge two entities if duplicates were created accidentally.
When a document is processed, Receiptor AI reads the "Billed To" information on the document and compares it against your entity list, including any aliases you have defined. If a match is found, the Billed To field in the document is automatically populated with the entity name.
You can always edit the Billed To field manually in the document detail view if the AI's match needs correcting.
Once entities are set up, the Billed To field unlocks several workflows across Receiptor AI.
1. Filter documents and save views. Use the Filters panel in the Documents section to filter by Business Entity. Once applied, click Save View to create a persistent view scoped to that entity — useful for quickly reviewing all documents belonging to a specific company.
2. Automate routing by entity. Business Entity is available as a condition in your automation rules. This lets you route documents automatically based on which entity was billed — for example, sending all Company A invoices to one Xero account and all Company B invoices to another, without any manual intervention.
3. Organize ZIP exports and cloud storage by entity. When exporting as a ZIP or setting up a cloud storage destination (Google Drive or Dropbox), you can use entity tokens in the folder structure and file naming format: ENTITY_NAME, ENTITY_ADDRESS, ENTITY_CITY, ENTITY_STATE, ENTITY_POSTAL_CODE, and ENTITY_COUNTRY. This lets you automatically sort exported files into entity-named folders.
Q: Does enabling Business Entities affect my existing documents?
A: Existing documents already in your workspace will not be retroactively matched. Matching applies to documents processed after the feature is enabled. You can manually set the Billed To field, in bulk, on older documents if needed.
Q: What if a document cannot be matched to any entity?
A: The Billed To field will remain empty. You can open the document and assign it to an entity manually.
Q: Can I have the same entity in multiple workspaces?
A: Yes. Entities are workspace-specific, so you can define the same entity independently in each workspace where it is relevant.
Q: What is the difference between using Business Entities and creating separate workspaces?
A: Business Entities is the right choice when multiple entities share the same inbox. If each entity has its own dedicated inbox, separate workspaces give you a cleaner separation of documents, sources, integrations, and settings.
Still have questions? Reach out via the in-app chat or at info@receiptor.ai.
