Overview
You can email suppliers directly from Moss — without switching to your email client. Send purchase order PDFs, payment confirmations, and invoice queries from the same screen you're already working in. Every email is logged in the activity timeline of the relevant invoice, PO, or payment.
Who can do what
Action | All users | Admins only |
Send an email from an invoice | ✅ |
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Send an email from a purchase request (Email PO) | ✅ |
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Send a payment confirmation email | ✅ |
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Send emails in bulk | ✅ |
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Add email addresses to a supplier profile | ✅ |
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Import or export supplier email addresses via CSV |
| ✅ |
Connect a Gmail or Outlook inbox |
| ✅ |
Disconnect a connected inbox |
| ✅ |
Create or edit email templates |
| ✅ |
Configure "Sent from" and "Reply to" defaults |
| ✅ |
Enable or disable automatic PO emails |
| ✅ |
Enable or disable automatic payment confirmation emails |
| ✅ |
Set up an email inbox - enable & connect
To set up an email inbox two steps need to be done. First the email clients needs to be enabled for use and then the emails that you want to use need to be connected.
Enable email clients
Only Administrators are able to connect a sending inbox.
Before you can do this, your email workspace administrator has to enable the function in their Google Workspace or Microsoft 365 Outlook account.
Only then will you be able to connect a sending inbox to your Moss account.
Connect an email account
Ensure that the workspace has been enabled before you connect an email.
Go to "Settings" > "Emails"
Click "Connect new account"
Choose Gmail or Outlook and complete the OAuth authorisation flow
Once connected, the inbox appears as a sending option for all users
You can connect multiple inboxes. Each connected inbox can be selected as the "Sent from" address when composing an email.
Any user who has access to the relevant spend items, will be able to send an email from the inbox that got connected by the Admin.
What happens when no inbox is connected
If your organisation hasn't connected a sending inbox yet, no one can send emails — the email form will not appear at all.
Admins see a dialog titled "No email accounts connected" with a Connect new account button that starts the Gmail or Outlook OAuth flow directly.
Non-admins see the same dialog but with no button — instead, they see a list of their organisation's admins by name, with the message: "An email account must be connected to Moss to be able to send emails to suppliers. Contact a Moss Administrator to connect an email account."
What happens when a sending inbox expires or loses access
Moss checks whether a connected inbox is still authorised before allowing emails to be sent. If the connection has expired, the user is prompted to reconnect. Only admins can reconnect an inbox.
Setting up email templates (Admins)
Moss uses templates to pre-fill the subject and body when you open the email modal. There is one template per document type: Purchase Order, Invoice, and Payment Confirmation.
Templates are configured in "Settings" > "Emails". Default templates are created automatically for new organisations.
Default template content
Purchase Order
Subject:
[PO number] from [entity name]Body:
Please find attached purchase order [PO number]Attachment: the PO PDF (attached automatically)
Signature:
Sent by Moss. Find out more at www.getmoss.com
Invoice
Subject:
Invoice [invoice number]Body: (empty by default)
Attachment: the invoice PDF
Payment Confirmation
Subject:
Payment sent by [entity name]Body:
Please find attached payment confirmationAttachment: the payment confirmation PDF
Templates support placeholder tokens that are automatically replaced with real data when the email modal opens:
Purchase Order:
[PO number],[supplier name]Invoice:
[invoice number],[supplier name],[due date]Payment Confirmation:
[payment date],[supplier name]
Users can edit the subject and body before sending any individual email — changes are not saved back to the template.
Storing supplier email addresses
Supplier email addresses are stored per supplier and auto-populate the 'To' field when you open the email modal.
How to add email addresses to a supplier
Open the 'Supplier' drawer (from the 'Supplier' tab under 'Accounting' or any invoice or PO linked to that supplier)
Scroll to the 'Email contacts' section
Click '+ Add email address'
Enter the email address and save the supplier
Each supplier can have any number of email addresses stored. You can add or remove them at any time.
Saving an address on the fly
When you send an email from an invoice or PO, if the supplier has no saved email addresses yet, you'll see a checkbox: "Save email addresses to supplier profile" — pre-ticked by default. If you leave it ticked, any addresses you enter in the 'To' field are saved to the supplier's profile automatically after the email sends.
Only 'To' recipients are saved — not Cc or Bcc. If all the addresses you've typed already exist on the supplier's profile, no duplicate entries are created.
Sending emails
You can also send some emails automatically. Read more in the section below.
Sending an email from an invoice
Open the invoice in the Invoice details side panel or the Invoice review drawer
Click 'Email Supplier' in the header actions or footer
The 'Email Supplier' window opens, pre-filled with your Invoice template
Review and edit the fields (see Field reference below)
Click 'Send' (or press Cmd+Enter)
You'll see an "Email sent" confirmation toast
The invoice activity timeline updates automatically
Sending an email from a purchase request (Email PO)
Open the 'Purchase Request' details drawer
Click 'Email PO'
The 'Email PO' window opens, pre-filled with your Purchase Order template
The PO PDF is attached automatically
Review and edit fields as needed
Click 'Send'
The PO activity log updates to show the email was sent
The PO PDF is generated automatically when a PO is approved. If PDF generation fails, the approver is notified by email.
Sending a payment confirmation
Go to the 'All Payments' tab
Select one or more payments using the checkboxes
Use the bulk actions menu to send payment confirmation emails
The payment confirmation PDF is attached automatically
Sending to multiple suppliers at once (bulk — Invoices)
Go to the 'All Invoices' page
Select multiple invoices using the checkboxes
Use the bulk actions menu > 'Email Supplier'
Field reference
Field | Required | Default | Notes |
Sent from | Yes | Template sender, or first connected inbox | Locked if your template specifies a sender |
Reply to | Yes | Template reply-to, or sending inbox email | Must be a valid email. Locked if template specifies a reply-to |
To | Yes | First 2 saved supplier email addresses | At least 1 address required. All must be valid format |
Cc | No | Empty (hidden by default) | Click "Add Cc/Bcc" to show. Must be valid if provided |
Bcc | No | Empty (hidden by default) | Click "Add Cc/Bcc" to show. Must be valid if provided |
Subject | Yes | From template | Cannot be empty |
Body | Yes | From template | Cannot be empty |
Attachments | No | Relevant document PDF (auto-attached) | Up to 10 files. Max 30 MB per file. PDF, JPEG, JPG, PNG only |
If a required field is empty when you click 'Send', you'll see "Please fill in this field" next to it.
Adding recipients
The To, Cc, and Bcc fields accept multiple email addresses. You can:
Select from saved supplier addresses using the dropdown
Type any email address and press 'Enter' to add it
Remove an address by clicking the × on its chip
Clear all addresses at once using the clear button on the field
The dropdown shows "No email addresses saved for this supplier" if none are stored yet — you can still type addresses manually.
Cc and Bcc
Hidden by default. Click 'Add Cc/Bcc' next to the 'To' field to show them. Click 'Remove Cc/Bcc' to hide again. If your template already includes Cc or Bcc addresses, these fields open automatically.
Attachments
The relevant document PDF is attached automatically. You can add more:
Accepted formats: PDF, JPEG, JPG, PNG
Maximum 10 files total per email
Maximum 30 MB per file
To remove a file, click the '...' menu on it and select 'Delete'
Sending emails automatically
Admins can enable automatic sending for purchase orders and payment confirmations. When enabled, emails are sent without any user action.
A configured email template is required before either toggle can be turned on. If no template is set up, the toggle is greyed out with the tooltip: "Configure the email template to be able to turn on this setting."
To enable automatic PO emails:
Go to "Settings" → "Accounts Payable"
Find the "Purchase order" section
Enable the checkbox: Email PO PDF automatically to suppliers when PO is approved
To enable automatic payment confirmation emails:
Go to "Settings" → "Accounts Payable"
Find the "Payment confirmation" section
Enable the checkbox: Email payment confirmations automatically to suppliers
When auto-send is active, the sent status updates to "Sent" automatically. If sending fails, the status shows "Failed to send" with a banner explaining the reason and a link to send manually.
Note: Auto-send only works for documents processed after the setting is enabled. Previously approved POs and completed payments are not sent retroactively.
Sent status on PO and payment records
Each PO and payment record shows a sent status so you can see at a glance whether a supplier has been notified.
Purchase order sent status values:
Status | Meaning |
Sent automatically | Sent via auto-send when the PO was approved |
Sent manually | Sent manually by a user |
Not sent via Moss | No email has been sent for this PO |
Failed to send | A sending attempt failed — see the banner on the record for details |
Outdated PDF | The PO was modified and a new PDF was generated after the last email was sent. The supplier may have an outdated version — re-send to deliver the updated PDF. |
Payment sent status values:
Status | Meaning |
Sent | Payment confirmation email sent |
Not sent | No email sent |
Failed to send | Sending attempt failed — see the banner on the record for details |
Keyboard shortcuts
Action | Shortcut |
Send | Cmd+Enter |
Cancel | Shift+Backspace |
Where emails appear in the activity log
Sent from | Activity log updated |
Invoice | Invoice activity timeline |
Purchase request | Purchase request activity log |
Payment | Expense activity log |
The log entry reads: "Email sent to supplier by [your name]"
Troubleshooting
"No email accounts connected" — I can't send
An admin needs to connect an inbox in 'Settings' > 'Emails'. If you're an admin, click 'Connect new account' from the dialog. If not, the dialog shows your org's admins by name — contact one of them.
The "Sent from" or "Reply to" field is greyed out
Your email template specifies a fixed sender or reply-to. An admin can change this in 'Settings' > 'Emails' > 'Templates'.
The supplier's email address didn't pre-fill
The supplier has no saved email addresses yet. Type one directly into the 'To' field and tick "Save email addresses to supplier profile" to save it for next time. Or add it in advance via the Supplier drawer > "Email contacts".
Only 2 addresses pre-filled — the supplier has more
The modal pre-fills the first 2 saved addresses. Add others by typing or selecting from the dropdown.
I can't attach my file
Only PDF, JPEG, JPG, and PNG are accepted. Maximum 10 files, 30 MB each.
Can I close the modal without sending?
Yes — click "Cancel" or press Shift+Backspace. The background cannot be clicked to dismiss it.
Can the supplier reply?
Yes — replies go to the Reply to address. The replies do not appear in Moss.
Is there a record of what was sent?
The activity log shows when an email was sent and by whom. Email content is not stored in Moss.
The auto-send toggle is greyed out
A template must be configured before auto-send can be enabled. Go to Settings → Accounts Payable and configure the relevant email template, then return to enable the toggle.
A PO shows "Failed to send" — what caused it?
Either the supplier had no saved email address when auto-send fired, or the connected email account had a connection failure. A banner on the PO record describes the reason:
Missing email: "PO could not be sent to supplier due to missing email address. Email PO manually."
Connection failure: "PO could not be sent to supplier due to failed connection to email account. Connect email account and email PO manually."
Resolve the root cause and send manually using the Email PO button.
A payment shows "Failed to send" — what caused it?
Same two causes: missing supplier email address or email account connection failure. A banner on the payment record describes the reason with a link to resolve it.
What does "Outdated PDF" mean on a PO?
The PO was modified after the last email was sent, and a new PDF was generated. The supplier may have a version that no longer matches the current PO. Re-send the PO email to deliver the updated PDF.
Auto-send is enabled but some POs show "Not sent via Moss"
Auto-send only applies to POs approved after the setting was enabled. POs that were approved before auto-send was turned on are not sent retroactively.
The OAuth authorisation timed out
Each connection attempt is valid for 10 minutes. After that, the message "Authorization timed out. Please try again." appears. Start the connection flow again from "Settings" → "Connected email accounts".
The connection failed
The message "Connection failed. Please try again." appears. Check that the account is a managed Google Workspace or Microsoft 365 account — personal Gmail and Outlook accounts are not supported.