Skip to main content

​
Email Forwarding Setup

If you prefer not to connect via OAuth, you can forward specific vendor emails to your unique Porcia address. This gives you full control over what Porcia sees.

​
When to Use Forwarding

Choose forwarding if:
  • ✅ You want selective control over which emails Porcia processes
  • ✅ You’re uncomfortable granting OAuth access
  • ✅ Your organization restricts third-party OAuth apps
  • ✅ You use an email provider other than Gmail/Outlook
Choose OAuth if:
  • ✅ You want automatic vendor discovery
  • ✅ You want historical email scanning (6 months)
  • ✅ You prefer hands-off setup
You can use both OAuth and forwarding simultaneously. For example, connect Gmail via OAuth and forward emails from another account.

​
Get Your Forwarding Address

1

Navigate to Email Integration

Go to Settings → Integrations → Email
2

Find Your Forwarding Address

Look for the Email Forwarding section. You’ll see your unique address:
username.workspace-slug@inbox.porcia.org
Each user in your workspace gets their own dedicated forwarding address. This means different team members can each forward their own vendor emails independently.
3

Copy the Address

Click Copy to copy your forwarding address to clipboard

​
Setup Instructions by Email Provider

​
Gmail Forwarding Setup

1

Open Gmail Settings

Click the gear icon → See all settings
2

Go to Filters

Click the Filters and Blocked Addresses tab
3

Create New Filter

Click Create a new filter
4

Set Filter Criteria

In the From field, enter vendor email domains (e.g., @salesforce.com, @slack.com, @notion.so)Or use keywords in Subject field (e.g., invoice, renewal, subscription)
5

Create Filter

Click Create filter
6

Forward to Porcia

Check Forward it to and enter your Porcia forwarding addressClick Create filter
7

Verify Forwarding

Gmail will send a verification email to your Porcia address. This is automatically confirmed.
Create multiple filters for different vendor categories (e.g., one for invoices, one for renewals).

​
By Vendor Domain

Forward all emails from specific vendor domains: 
From: @salesforce.com
From: @slack.com
From: @notion.so
From: @atlassian.com
From: @hubspot.com

​
By Subject Keywords

Forward emails with specific keywords in the subject: 
Subject contains: invoice
Subject contains: renewal
Subject contains: subscription
Subject contains: payment
Subject contains: license

​
By Sender Type

Forward emails from billing/accounts departments: 
From: billing@
From: accounts@
From: invoices@
From: noreply@
Start with broad rules (e.g., “invoice” in subject) and refine based on what gets forwarded. You can always add more specific rules later.

​
Testing Your Setup

After setting up forwarding:
  1. Send a test email - Forward a vendor email manually to your Porcia address
  2. Check Porcia dashboard - The vendor should appear within 5 minutes
  3. Verify automatic forwarding - Wait for a new vendor email to arrive and check if it’s forwarded automatically
If test emails aren’t appearing in Porcia, check your email provider’s sent folder to confirm forwarding is working.

​
What Gets Processed

When you forward an email to Porcia:
  1. Email arrives at your Porcia inbox
  2. AI analyzes the email to identify vendor and extract structured data
  3. Raw email stored encrypted in S3 for 90 days, then automatically deleted
  4. Vendor matched to our global database
  5. Dashboard updated with new information
Forwarded emails are processed the same way as OAuth-connected emails. The only difference is you control which emails are sent.

​
Limitations of Forwarding

Compared to OAuth connection, forwarding has some limitations:
FeatureOAuthForwarding
Historical scan✅ 6 months❌ Only new emails
Automatic processing✅ All vendor emails⚠️ Only forwarded emails
Setup time2 minutes10-15 minutes
MaintenanceNoneUpdate rules as needed

​
Managing Forwarding Rules

​
Adding More Vendors

As you discover new vendors:
  1. Note the vendor’s email domain (e.g., @newvendor.com)
  2. Add a new forwarding rule for that domain
  3. Future emails from that vendor will be forwarded automatically

​
Pausing Forwarding

To temporarily stop forwarding:
  1. Go to your email provider’s rules/filters settings
  2. Find your Porcia forwarding rules
  3. Disable or delete the rules
  4. Re-enable when ready

​
Stopping Forwarding

To completely stop forwarding:
  1. Delete all forwarding rules in your email provider
  2. Optionally, go to Porcia Settings → Integrations → Email
  3. Click Disable Forwarding to stop processing forwarded emails

​
Privacy & Security

​
What We Receive

  • ✅ Only emails you explicitly forward
  • ✅ Email metadata (sender, subject, date)
  • ✅ Email content (for processing only)

​
What We Store

  • ✅ Vendor name and domain
  • ✅ Extracted pricing and contract data
  • ✅ Email metadata (sender, subject, date)
  • ✅ Raw email content (stored encrypted for 90 days, then automatically deleted)

​
Security

  • Unique address - Your forwarding address is unique and private
  • Encryption - All forwarded emails encrypted in transit (TLS 1.3)
  • Processing - Raw email content stored encrypted for 90 days, then deleted
  • Access control - Only your workspace can access extracted data

Contact Support

Questions about how we handle forwarded emails? Contact us

​
Troubleshooting

​
Emails Not Appearing in Porcia

  1. Check forwarding rules - Verify rules are active in your email provider
  2. Test manually - Forward an email manually to confirm the address works
  3. Check spam - Vendor emails might be in your spam folder
  4. Wait 5-10 minutes - Processing can take a few minutes

​
Too Many Emails Being Forwarded

  1. Refine rules - Make your forwarding rules more specific
  2. Use domain filters - Forward only from known vendor domains
  3. Exclude marketing - Add exclusions for promotional emails

​
Forwarding Stopped Working

  1. Check email provider - Rules may have been disabled or deleted
  2. Verify address - Ensure you’re using the correct Porcia forwarding address
  3. Check quota - Some email providers limit forwarding volume

More Troubleshooting Help

View complete email troubleshooting guide

​
Next Steps

Connect SSO

Add SSO discovery for complete visibility

Install Extension

Track browser usage

Manage Vendors

Organize your discovered vendors

View Analytics

Analyze your software spending