Track Email Receipts and Invoices in Notion

Every purchase generates a receipt email. Every subscription sends an invoice. Instead of letting them pile up in your inbox (or worse, losing them), forward them to a Notion database where they're searchable, organized, and always accessible.

Why Track Receipts in Notion?

Tax time — Find any receipt instantly when you need it for deductions or reimbursements
Budget tracking — See all your expenses in one place
Subscription auditing — Spot recurring charges you forgot about
Warranty claims — Find purchase receipts when you need them
Business expenses — Keep records for expense reports

Setting Up Your Receipt Database

Create a Notion database with these properties:

Property	Type	Purpose
Title	Title	What you bought (from email subject)
Vendor	Select	Store or service name
Date	Date	Purchase date
Amount	Number	Cost (add manually or extract from subject)
Category	Select	"Software", "Hardware", "Office", "Travel", etc.
Status	Select	"Unprocessed", "Logged", "Reimbursed"
From	Email	Sender address
Tax Deductible	Checkbox	For tax-relevant purchases

Auto-Forwarding Receipt Emails

Step 1: Create a Quicktion Destination

Set up a destination in Quicktion pointing to your Receipts database. Map the email subject to Title, sender to From, and date to Date.

Step 2: Create Gmail Filters

Common receipt senders to filter:

from:receipts@amazon.com — Amazon purchases
from:*@paypal.com — PayPal transactions
from:noreply@stripe.com — Stripe charges (SaaS subscriptions)
from:*@apple.com subject:receipt — Apple purchases
from:*@uber.com subject:trip — Uber rides

Create a Gmail filter for each (or combine them) and forward to your Quicktion address.

Step 3: Process Receipts in Notion

Once receipts land in Notion, process them periodically:

Open the "Unprocessed" view
For each receipt, fill in the Amount and Category
Mark as "Logged"
Flag tax-deductible items

Useful Views

Unprocessed Receipts

Filter: Status = "Unprocessed" Sort: Date (newest first)

Monthly Expenses

Filter: Date is within the current month Group by: Category Sum: Amount column

Tax Deductible

Filter: Tax Deductible = checked Group by: Category

By Vendor

Group by: Vendor Sort: Date (newest first)

Tips

Process weekly — Don't let unprocessed receipts pile up. A quick weekly review keeps things manageable.
Use consistent categories — Decide on your categories upfront (matching your tax categories if possible).
Combine with forwarding rules — The more receipt senders you add to your Gmail filter, the fewer receipts you have to manually handle.
Export when needed — Notion databases can be exported to CSV, which you can import into accounting software or share with your accountant. If your invoices come with PDF attachments, see our guide on saving emails with attachments.

Get Started

Sign up for Quicktion, create a receipts destination, and set up filters for your most common receipt senders. Your inbox will be cleaner and your expenses will be tracked — automatically.

If you use Gmail, check out our complete Gmail-to-Notion integration guide for more setup options.