Email sales reports

Each kitchen in Rinvy has its own sales email address. If your POS emails its item sales report to that address every morning, your sales arrive in Rinvy with no upload, no script and no API key. Many POS dashboards can send a report on a schedule, so setup is a one-time job.

An emailed report goes through the same steps as a CSV upload. Lines that match a menu item are recorded. Lines that do not match wait for you in Pending Review on the Sales data page.

Set it up

Go to Kitchen Settings and open the Integrations section.
Under Email sales reports, press Copy next to the address. If you see Create sales email instead, press it first.
In your POS, schedule the item sales report to go to that address every morning, as a CSV file.
Add the domain your POS sends from under Trusted senders. See the next section.

The Email sales reports section in Kitchen Settings, with the sales report address, the Copy and New address buttons, and spoton.com in the Trusted senders list

The address looks like sales-3f9a1c2b7d4e5f60a1b2c3d4@rinvy.app. The random part is not related to your invoice forwarding address, which you share with suppliers.

Keep the address private

Anyone who has the address can send sales to your kitchen. Give it only to your POS. If you think someone else has it, press New address and confirm. The old address stops working right away, so update it in your POS the same day. For 30 days, if a report still arrives at the old address, Rinvy does not record it and sends you a notification to update your POS.

Trusted senders

Rinvy records a report without asking you only when two things are true:

Every line matches a menu item.
The report comes from a trusted sender.

A trusted sender is an owner or manager of this kitchen, sending from the email address they sign in with, or any address at a domain in the Trusted senders list. For example, if you add spoton.com, a report from reports@spoton.com is trusted.

You can type the domain as spoton.com, @spoton.com or a full address such as reports@spoton.com. Rinvy saves the domain part only. A saved domain also covers its subdomains, so mail.spoton.com is trusted, but a lookalike such as myspoton.com is not. The list holds up to 10 domains. Being on the staff does not make an address trusted on its own, because only owners and managers can record sales.

A report from anyone else always waits in Pending Review, even when every line matches. The review screen shows who sent it. Check the numbers, then press Confirm sales data to record them or Dismiss upload to throw them away.

The sales data review screen for an emailed report. It names the sender and says the sender is not trusted, above chips for 3 matched, 1 unmatched and 4 total items

Which day a report covers

Some reports have a date on every line, for example Square Items Detail and Toast Item Details. Rinvy uses those dates and your business day cutoff, the same as a CSV upload.

Other reports are one total per item with no dates, for example Square Item Sales and Clover Item Sales. For these, Rinvy reads the day from:

The email subject, if it contains one date, such as 2026-09-26, 9/26/2026 or Sep 26, 2026. A date written with numbers only is read in the order of your kitchen's locale. For example, a kitchen set to English (United Kingdom) reads 05/09/2026 as 5 September. If that reading is not a real date, Rinvy tries the other order, so a US kitchen reads 26/09/2026 as 26 September.
The file name, if the subject has no date.
The time the email arrives, if neither has a date.

If the subject or file name contains two different dates, such as a date range, Rinvy does not record the report. Send one day per email.

Numeric dates are where most mix-ups start. The W3C's guide to international date formats notes that month first is a US habit and most of Europe writes the day first, while 2026-09-26 (the ISO 8601 form) reads the same everywhere. If your POS lets you choose, put the date in the subject in that form.

Rinvy reads the arrival time in your kitchen's time zone and uses your business day cutoff. Most POS systems send a daily report at close or the next morning:

An email that arrives 12 or more hours after your cutoff is booked to the current business day. With a 4 AM cutoff, a report that arrives at 11:30 PM on September 26, or at 2 AM on September 27, is booked to September 26.
An email that arrives sooner is booked to the business day before. With a 4 AM cutoff, a report that arrives at 9 AM on September 27 is also booked to September 26.

The day appears on the upload on the Sales data page.

What the file must be

A .csv attachment: plain comma-separated text, as described in RFC 4180. Rinvy reads the first CSV in the email. Excel files are not read, so set your POS to send CSV. If your POS only sends Excel, save the file as CSV and upload it.
5 MB or smaller.
An item sales report that Rinvy can read: a Square, Clover or Toast export, or any file with an item name column and a quantity column. See what the CSV needs to contain.

Why did my emailed report not show up?

An emailed report is missing from your sales when it waits in Pending Review or when Rinvy could not record it. In both cases, owners and managers get an Emailed sales reports notification that says why. You get no notification when a report is recorded with nothing left to review.

You get a notification when:

The report waits for review, because some items did not match or the sender is not trusted.
The email has no CSV, the file is too large, or Rinvy cannot find the item or quantity columns. The notification names the missing columns.
The report has a date in the future.
Sales for those days already exist. Rinvy never replaces sales from an email. To replace them, upload the file on the Sales data page and tap Replace when Rinvy asks.
An earlier upload for the same days is still being processed. The notification asks you to send the email again in a few minutes.
Your plan does not include sales data. Email sales reports need the Standard plan or higher.

You can turn these notifications off in your notification settings.