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# Accounting software sync

# 📧 Automatically send invoices to your accounting software

## What is it for?

Many accounting tools (QuickBooks, Xero, Dext, Sage, Hubdoc...) let you import invoices by email: just send a PDF to a dedicated address and the document is automatically added to your accounts.

With this feature, **Fotostudio automatically sends every finalized invoice and credit note** to that address the moment you lock it. No manual action required.

---

## How to configure the email address

> 🔗 Direct link: [fotostudio.io/app/accounting_sync/settings](http://fotostudio.io/app/accounting_sync/settings)

1. In Fotostudio, go to **Accounting** → **Settings** → **Accounting sync**
2. At the top of the page, find the section **Automatically send to your accounting software**
3. Paste the import email address provided by your software (see below for where to find it)
4. Click outside the field — the setting is saved automatically

> To disable automatic sending, simply clear the field and click elsewhere.

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## Finding your import address by software

| Software | Where to find the import address |
| ---- |
| **QuickBooks** | Settings → Attachments → Email to QuickBooks |
| **Xero** | Settings → Email to Xero (Files) |
| **Dext** | Settings → Upload → Your email address |
| **FreeAgent** | Settings → Email to FreeAgent |
| **Sage** | Settings → Import → Email drop |
| **Hubdoc** | Settings → My Email Address |

If your software isn't listed, search for "import by email" or "email drop" in its settings.

---

## What gets sent

Every time you **lock** an invoice or credit note, Fotostudio automatically sends:

* The **PDF** of the document as an attachment
* An email with the document number and your studio name in the subject line

Sending happens in the background, a few seconds after locking.

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## Frequently asked questions

**Could the email end up in spam at my accounting software?**
No. Accounting import addresses are designed to receive automated emails and have no spam filter.

**Are my existing documents sent retroactively?**
No. Only documents locked **after** you configure the address are sent automatically.

**I switched accounting software. How do I update?**
Go back to **Accounting sync** and simply replace the address with the new one.

**Is this compatible with the direct Pennylane sync?**
Yes, the two features are independent. If you use the Pennylane API sync, you can still activate email sending to another tool — or leave the field empty if you don't need it.