Setting up Email Auto Forwarding (Gmail)

Last updated: March 13, 2026

  • This guide contains step-by-step instructions on how to set up autoforwarding rules in Gmail and Outlook for different configurations.

  • When auto-forwarding rules are set up, Briefcase can receive all client emails and only put individual transactions through into your clients Briefcase inbox.

  • We can also handle duplicate checks and multi-page invoice splits as part of this workflow.

Below are instructions for:

  • Direct access to your client inbox → when you wish to forward all emails from a clients inbox into Briefcase

  • Internal invoices inbox → when you receive emails from multiple clients in one internal inbox and wish to forward emails from specific clients to their respective Briefcase accounts

Summary

Use CaseOperating SystemSteps

Direct Inbox Access

Windows / Mac

Click Settings → Click See all settings → Click Forwarding & POP/IMAP → Add/Verify Address → Enable

Internal Invoices Inbox (multi-client)

Windows / Mac

Click Settings → Click See all settings → Click Forwarding & POP/IMAP → Add/Verify Addresses → Create filters for clients

Direct Inbox Access (Windows & Mac)

  1. Click the Settings gear icon and click See all settings.

  2. Click the Forwarding and POP/IMAP tab.

  3. In the Forwarding section, click Add a forwarding address.

  4. Enter your client-specific Briefcase email address (found in your client's Business Settings in Briefcase). Click Next, then click Proceed.

  5. You will automatically receive a confirmation email from no-reply@notifications.briefcase.so titled Fwd: (Briefcase Forwarding confirmation – Receive mail from [your-email]). Open this email and click the confirmation link to approve the forwarding request.

  6. Once approved, return to Gmail settings. Select Forward a copy of incoming mail to [client-name@briefcase.to] and select keep Gmail's copy in the inbox.

  7. Click Save Changes.

All emails received in this inbox will now be automatically forwarded to your client's Briefcase inbox.

The confirmation email is sent automatically by Briefcase. If you do not receive the confirmation email within a few minutes, check your spam/junk folder.

Internal Invoices Inbox (Multiple Clients - Windows & Mac)

  1. Click the Settings gear icon and click See all settings.

  2. Click the Forwarding and POP/IMAP tab.

  3. In the Forwarding section, click Add a forwarding address.

  4. Enter your client-specific Briefcase email address and click Next, then click Proceed.

  5. You will automatically receive a confirmation email from no-reply@notifications.briefcase.so titled Fwd: (Briefcase Forwarding confirmation – Receive mail from [your-email]). Open this email and click the confirmation link to approve the forwarding request.

Repeat steps 3–5 for each additional Briefcase forwarding address/client.

  1. Select Disable forwarding under the Forwarding and POP/IMAP tab once all addresses have been verified.

  2. Click Filters and blocked addresses.

  3. Click Create a new filter.

  4. Enter all email addresses related to each client in the From field.

  5. Click Search and confirm the visible messages are correct.

  6. Click the Filter icon in the search bar, then click Create filter.

  7. Select Forward it to and select the client-specific Briefcase forwarding address.

  8. Click Create filter.

  9. Repeat the above steps and create a new filter for each client.

Emails will now be automatically forwarded based on the filters you have created.

Additional Information

  • You must verify each Gmail forwarding address before you can use it in a filter.

  • We recommend sending a test email after setup to confirm forwarding is working correctly.

  • Forwarding may be disabled or restricted by your administrator. If you do not see these options, contact your IT support.

  • If you use an email client that is not Gmail or Microsoft Outlook, please email us at support@briefcase.so and we would be happy to help you get set up.