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Set up email forwarding

Send receipts, invoices, and service records directly to your iMaintain Inbox.

Overview

Every iMaintain account can generate a personal email address. Forward any asset-related email to that address and it lands in your Inbox for review — receipts from contractors, invoices from service providers, warranty confirmations, or any file you want to save to an asset's record.

Nothing is saved automatically. Every forwarded email lands in your Inbox first so you can review it, run analysis when you want a suggested plan, and save attachments to the right asset when you're ready.

How to generate your email address

  1. Go to Inbox in the left navigation.
  2. Click Create email address in the card at the top of your Inbox. A small dialog opens.
  3. Choose the part before the @ sign, or accept the suggested name based on your workspace (for example the-hammocks@inbox.imaintain.ai). Team workspaces start with a slug-based suggestion; personal accounts can choose any allowed name.
  4. Click Create address. Your iMaintain address is created and displayed.
  5. Copy the address using the copy icon next to it.

Once generated, your address appears in the top right of the Inbox header so it's always accessible. On desktop, the Inbox list uses an Outlook-style table with sortable columns and filters so you can quickly triage new messages by sender, urgency, status, or date. On mobile, the Inbox keeps the simpler card-style list.

How to forward emails

Forward any email from your regular email client to your iMaintain address. Useful for:

  • Receipts and invoices from contractors or service providers
  • Warranty confirmations and product registration emails
  • Service records or maintenance summaries sent by email
  • Turo and other vehicle rental trip confirmations
  • VRBO, Airbnb, direct booking, and property manager stay confirmations
  • Any file or document you want to save to an asset's record

Forwarded emails appear in your Inbox with the sender, subject, and any attachments. Open the message and click Run analysis when you want iMaintain to suggest next steps — link an asset, log maintenance, add a rental trip, or add a property stay. Review each step before anything is saved.

Forward booking confirmations

When a platform sends a trip or stay confirmation, forward it to your iMaintain address instead of retyping guest names, dates, reservation IDs, and payout amounts.

Turo and vehicle rentals — iMaintain suggests linking the vehicle and reviewing a prefilled trip on that vehicle's Rentals tab. Re-forward the same confirmation to update by reservation ID without creating a duplicate trip.

VRBO, Airbnb, and direct stays — iMaintain suggests linking the property and reviewing a prefilled rental period. When two similar properties match, you pick the correct one before the stay is created.

See How AI review and suggested plans work for the full walkthrough with examples.

Managing your email address

Click the settings icon next to your address in the Inbox header to open the address management panel.

From here you can:

  • Change address — lets you pick a new address and stops new emails from reaching the old one. Use this if your address has been shared somewhere you didn't intend, or if you want a clearer name. Existing Inbox messages are unchanged.
  • Disable — stops new emails from being delivered. Your existing Inbox messages are unchanged. You can change or re-enable the address later.

Important notes

  • Your iMaintain email address is unique to your account — treat it like a private inbox address and only share it with trusted senders.
  • Attachments from forwarded emails are not saved to any asset automatically — you review and save them manually from the Inbox.
  • Once attachments are saved to an asset's file library they become part of your Copilot knowledge base.