Launch
Grant Thornton Professional services02893-01Solar Century Africa Energy engineering 73992-01
  1. Getting started
  2. The organization
  3. Project management
  4. Task management
  5. Budgeting
  6. Change management
  7. Resource allocation
  8. Time tracking
  9. Expenses
  10. Clients and invoicing
  11. Leave tracking
  12. Real-time reporting
  13. Proposals
  14. Templates
  15. Integrations
  16. Vendors and invoicing
  17. Account settings
  18. Open API

Email Intake, Magic-Links & Notifications

The missionX backend API incorporates an intelligent email processing and notification pipeline. Approvers can act on invoices instantly without logging into the platform, and stakeholders receive real-time updates at every stage of the procurement lifecycle.

Dedicated intake inboxes

Organizations can configure a dedicated invoice intake email address (e.g. invoices@yourcompany.missionx.ai) in the Setup tab.

Automated Pipeline: When vendors email PDF attachments to your intake address, the missionX API validates sender trust, stores the raw PDF in secure cloud storage, runs Document AI extraction, and creates a Pending Review invoice record without human intervention.

To eliminate approval delays, approvers receive rich email notifications with embedded one-click action links:

ComponentTechnical ImplementationApprover Experience
Encrypted Approval TokenSHA-256 hashed token with 14-day Time-to-Live (TTL)Secure single-use token tied exclusively to the approver's step in the chain.
Rich Email SummaryHTML email with vendor name, PO#, amounts, and PDF previewApprovers see full context, line items, and remaining PO balance directly on their phone or desktop client.
1-Click ActionDirect Approve or Reject magic buttonsApproving registers the step immediately and advances the chain without requiring an active login session.

Sequential multi-tier notifications

missionX orchestrates approval chains sequentially to respect organizational hierarchy:

Workflow EventBackend Notification Dispatch
Invoice SubmittedThe primary approver (e.g., the Project Manager responsible for the deliverables) receives an initial review notification email.
Step Completed (Step N → Step N+1)Once Step N approves, the API automatically triggers a personalized notification email to the designated approver(s) for Step N+1 (e.g., Finance Director).
Rejection EscalationIf any step rejects the invoice, the workflow immediately halts, marks the invoice as Rejected, and sends rejection comments back to the submitter.
Final Approval SettlementWhen all approval steps are complete, the invoice transitions to Approved, and Accounts Payable is alerted that the bill is ready for payment scheduling.

Auto-approval rules & threshold exemptions

Organizations can define rules that streamline routine purchasing:

  • Micro-Purchases Below Threshold: Invoices below a specified amount (e.g., ≤ $250) can automatically approve upon successful PO match.

  • Trusted Vendor Pre-Approval: Verified recurring vendors (e.g., utility or web hosting providers) can be flagged for auto-approval within budget limits.

Next steps

Learn how to configure approval chains and GL codes in Purchasing Setup & GL Codes.