Email forwarding
Forward Documents to RentFig by Email
Forward an invoice, an insurance renewal or a utility letter to your RentFig inbox and it files itself — read, matched to the right property, and staged for you to confirm. Here’s how it works and how to set up your trusted senders.
On the Business plan. Forwarded emails arrive in your RentFig inbox on any plan; automatic filing is a Business-plan feature.
Last updated: October 2026
Set it up in four steps
1. Switch on your RentFig email address
Go to Communication Hub → More → Email settings and pick a username. That gives you an inbox address like yourname@rentfig.co.uk — this is where you'll forward documents. There's no shared address to remember; everything comes into your own account.
2. Add the addresses you'll forward from
In Settings → Integrations → Trusted Email Senders, add the email address you send from (your own inbox, or a supplier who emails you directly). For each one, tick which kinds of document it's allowed to file — Invoices, Insurance Renewals, Utility Updates, Maintenance Requests, Compliance Certificates, Contractor & Survey Reports or Purchase Receipts.
Good to know: Only mail from a trusted address is processed automatically, and RentFig also checks the message passed sender authentication (SPF/DMARC) first. Anything from an address you haven't added simply waits in your RentFig inbox — it's never filed behind your back.
3. Forward a document
Forward the email — or send the PDF or photo straight — to your yourname@rentfig.co.uk address. RentFig reads the attachment and the message, works out whether it's an invoice, an insurance renewal, a utility letter, a maintenance report, a compliance certificate, a contractor or survey report, or a purchase receipt, and matches it to the right property using the address or account number (including the meter's MPAN/MPRN) on the document.
4. Check the summary — it files itself
Within a minute or two you get a reply summarising what RentFig understood, with Undo and Amend links. If you do nothing it auto-confirms after 24 hours — so nothing is changed silently. An invoice becomes an expense (attached to the matching bank payment, or filed to your receipts library); an insurance renewal updates the policy and its dates; a utility letter updates the tariff; and a maintenance email opens a job.
What RentFig does with each document
- Invoice, bill or receipt — read for supplier, date, total and VAT, then attached to the matching bank payment or filed to your receipts library as an expense.
- Insurance renewal — insurer, policy number and cover dates pulled out and the property’s policy updated (with the premium recorded if one is shown).
- Utility / council-tax / broadband letter — the tariff, supplier and account details updated on the property.
- Maintenance report — turned into a maintenance job against the property, ready to assign.
- Compliance certificate — Gas Safety, EICR, EPC and other certificates: the type, dates and reference read off it and a certificate record drafted against the property.
- Contractor or survey report — pest control, engineer, survey and works reports filed to the property’s private history.
- Purchase receipt — something bought for a property (an appliance, a boiler, flooring, furniture) filed to its item register with the price and warranty.
Frequently asked questions
What can I forward in?
Supplier invoices, bills and receipts; landlord insurance renewals and policy schedules; utility, council-tax and broadband letters that change your account details; maintenance reports from tenants or contractors; compliance certificates such as Gas Safety, EICR and EPC; contractor and survey reports (pest control, engineer, survey and works reports); and purchase receipts for things bought for a property, such as an appliance or furniture. RentFig reads each one and files it in the right place, against the right property.
What address do I forward to?
Your own RentFig inbox. You choose a username under Communication Hub → More → Email settings and get an address like yourname@rentfig.co.uk. Documents you forward there come straight into your account — there's no generic shared address.
How does RentFig know which property a document is for?
It matches on the details in the document itself — the property address, or a utility account number / meter reference (MPAN or MPRN). If it can't place a document confidently, it holds it for you to assign rather than guessing.
Does it change my figures automatically?
It stages the action and emails you a summary with Undo and Amend links, then auto-confirms after 24 hours if you don't respond — so you always get a chance to correct or cancel it. (A receipt simply filed to your library doesn't need confirming, because nothing financial has changed.)
What if an email arrives from an address I haven't set up?
It's kept in your RentFig inbox but not auto-filed. Only addresses on your Trusted Email Senders list are processed automatically, and RentFig checks the email passed its sender authentication (SPF/DMARC) before acting on it.
Which plan includes forwarding by email?
Forward-by-email auto-filing is on the Business plan. On other plans a forwarded email still arrives in your RentFig inbox, but it isn't filed automatically.