Automate Data Collection

Set up automation once and be done.

Set up all your bills to be collected in our secure inbox:

  • Two options:

  • Set up bill forwarding.
    Best for products and services that send invoicing based on login credentials.

  • Add Ecolytics as a bill manager.
    Best for products and services that set up invoicing to be sent to multiple email addresses.

Set up bill forwarding

1. Check to make sure you receive all bills via email (i.e. cloud service provider bills, utility bills, bills for office supplies - full checklist below). If not, follow instructions from your service provider's website or contact your service provider to set up emailed invoices.
2. Set up email forwarding to Ecolytics' secure inbox. This process will vary based on your email provider. We have outlined steps below for major email providers.
3. All bills should go to


1. Open Gmail.

2. Open settings (click the gray gear in top right). Click See all settings.

3. Under the settings tabs click Forwarding and POP/IMAP.

4. Click add a forwarding address, and in the pop-up enter as your new forwarding address.

5. In the search box at the top, click Show search options.

6. Enter your search criteria to find bills in your inbox. We recommend creating two filters with the words "bill" and "invoice" and checking the "has attachment" box at the bottom.

7. If you want to check that your search works correctly, see what emails show up by clicking Search. If the search contains many emails not containing bills, make filters more specific by creating a filter for each bill sender.

8. Enter your search criterial and instead of clicking search, click Create filter.

9. Select Forward it to: Choose an address... and select

10. Click Create Filter.

If stuck, follow general instructions for email forwarding or instructions on how to add, edit, or delete email filters.

Microsoft Outlook

1. In Outlook Web App, click File  > Rules and Alerts.

2. On the Rules and Alerts pop-up, click New Rule in the top left corner.

3. On the Rules Wizard pop-up, under Start from a blank rule, select Apply rule on messages I receive. Click next.

4. Under Which condition(s) do you want to check? Step 1: Select condition(s), select conditions which will filter to select your bills. We recommend checking "with specific words in the subject" and checking the "which has an attachment".

5. For Step 2: Edit the rule description (click an underlined value), click the blue, underlined text. Enter specific words which will filter to select your bills. We recommend "bill" and "invoice". Click Ok and then Next.

6. When prompted with What do you want to do with this message? Step 1: Select actions(s), check forward it to people or public group.

7. For Step 2: Edit the rule description (click an underlined value), click the blue, underlined text "people or public group". In the field next to "To", enter

8. Under Are there any exceptions?, follow the prompts to set any exceptions that will help filter the correct bills to be sent.

9. Under Finish rule setup., you can specify a name for this rule (we recommend Ecolytics), make sure Turn on this rule is checked, and review the rule description in Step 3.

10. Click Finish.

If stuck, follow the general instructions for setting up rules in Outlook.

Operational Invoices Checklist

- Utilities (i.e. Duke Energy, Alabama Power)

- Data/Cloud Storage (i.e. Amazon Web Services, Microsoft Azure)

- Company vehicles (i.e. fuel receipts)

- Paper/plastic products (i.e. office supplies/disposable kitchenware)

- Waste (i.e. dumpster fees, recycling/composting services)

- Raw materials
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