Invoice backlogs happen — a busy month, a change in team, a postponed bookkeeping session. Here's the fastest way to clear a backlog and get back to a clean starting point.
Before diving in, understand what you're dealing with: How many invoices? What date range? Are any overdue for payment? Are any already paid (and therefore need marking as paid in FreeAgent)? A quick sort by date tells you which are urgent.
Collect all invoice emails
In Gmail or Outlook, search for emails with PDF attachments from the backlog period. Select all and forward them all to your InboxBill address in one batch. InboxBill processes them in queue order.
Review the extraction queue
InboxBill processes batches asynchronously. Come back in 20–30 minutes and you'll have a review queue with all extracted invoices.
Bulk-approve where possible
For known suppliers where extraction looks correct, select multiple invoices and bulk-approve. They sync to FreeAgent in sequence.
Handle exceptions individually
Flag edge cases (unusual amounts, unclear suppliers, possible duplicates) for individual review. These can wait — clear the straightforward ones first.
If invoices in your backlog have already been paid, they'll appear as open bills in FreeAgent after syncing. Use FreeAgent's bank feed matching to close them — find the corresponding bank transaction and mark as payment. If the bank feed doesn't go back far enough, you can manually mark bills as paid.
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