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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, decide what to keep, and save attachments to the right asset when you're ready.

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How to generate your email address

  1. Go to Inbox in the left navigation.
  2. Click Create email address in the banner at the top of your Inbox.
  3. Your personal iMaintain address is generated and displayed.
  4. 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.

<!-- Screenshot placeholder: Inbox header showing the generated email address in the top right with the copy and settings icons circled. Crop to just the header area. -->

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
  • 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. Review the message, save attachments to the relevant asset's file library, and archive or delete when done.

Managing your email address

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

<!-- Screenshot placeholder: "Your iMaintain email address" modal showing the address, Regenerate and Disable cards with their descriptions. -->

From here you can:

  • Regenerate — creates 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're receiving unwanted emails.
  • Disable — stops new emails from being delivered. Your existing Inbox messages are unchanged. You can re-enable or regenerate at any time.

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.