Shared mailboxes for invoicing
Last updated: June 22, 2026
Pro feature: This feature is available on Pro plans only. If you’d like to upgrade your plan, please contact our support team.
Overview
Shared mailboxes for invoicing let your workspace send invoices from a central email address — for example, a finance team inbox — instead of an individual user's email. You can make a shared mailbox available across the whole workspace or restrict it to specific locations, and then assign it as the invoice delivery destination on a billing subscription.
What it is
A shared mailbox in Found is a workspace-level record that holds:
A label (e.g. "Finance inbox") shown when picking a delivery destination for a subscription
An email address used to deliver invoices
An optional list of locations that restrict where the mailbox can be used (leave empty to make it available workspace-wide)
When a subscription's invoice delivery method is set to Shared mailbox, invoices for that subscription are delivered using the linked mailbox rather than the funder's own contact email.
How to set one up
Go to Settings → Billing → Shared mailboxes.
Click Add shared mailbox.
Fill in the form:
Label — a short name shown when picking a delivery destination for a subscription (e.g. "Finance inbox"). Up to 80 characters.
Email — the mailbox address invoices will be delivered through (e.g.
finance@example.com).Locations — leave empty to make the mailbox available workspace-wide, or select one or more locations to restrict it.
Save. You'll see the toast "Shared mailbox added".
To edit or delete an existing mailbox, use the row actions in the shared mailboxes table.
How to use it on a subscription
Open the subscription you want to update.
Open the Change delivery method side panel.
Choose Shared mailbox as the invoice delivery method.
Pick the mailbox from the list. Only mailboxes that are workspace-wide, or that include the booking's location, will appear.
Save.
From that point on, invoices for that subscription will be delivered via the selected shared mailbox.
How it works
Shared mailboxes are scoped to your workspace.
When an invoice is sent, Found checks the subscription's invoice delivery method. If it's Shared mailbox, the linked mailbox's email is used to deliver the invoice.
If the mailbox has been deleted, or it's restricted to locations that don't include the invoice's location, the invoice will not fall back to the funder's email — delivery will be blocked and an error logged. The mailbox must be valid and accessible for that location.
Soft-deleted mailboxes are hidden from selection and excluded from availability checks.
Changes are tracked on activity timelines, including when a mailbox is created, updated, or deleted, and when a subscription's mailbox or delivery method changes.
Frequently asked questions
Q: What is a shared mailbox used for? A: It's used as the invoice delivery destination for billing subscriptions, so invoices go through a central team inbox instead of an individual user's email
Q: Where do I set up shared mailboxes? A: Settings → Billing → Shared mailboxes.
Q: Who can create or edit a shared mailbox? A: Only admins. Managers and staff can view shared mailboxes but cannot change them.
Q: Why don't I see the Shared mailboxes page in settings? A: Only admins can add, edit, or delete shared mailboxes. Managers and staff can view them but cannot make changes. Your workspace must also be subscribed to the Billing module in Found Pro.
Q: Can I make a mailbox available to every location? A: Yes. Leave the locations field empty when creating or editing the mailbox, and it will be available workspace-wide.
Q: Can I restrict a mailbox to certain locations? A: Yes. Select one or more locations on the mailbox. Only subscriptions at those locations will be able to use it.
Q: How do I use a shared mailbox for a subscription? A: Open the subscription, change the invoice delivery method to Shared mailbox, and pick the mailbox you want to use.
Q: What happens if the mailbox is restricted to a location and the invoice is for a different location? A: Delivery will be blocked and an error logged. Found will not fall back to the funder's email. Either widen the mailbox's location restrictions or pick a different delivery method for that subscription.
Q: Can I delete a shared mailbox that's still in use? A: No. You'll get an error telling you the mailbox is in use by an active subscription. Change the affected subscriptions to a different delivery method first, then delete.
Q: Can two mailboxes share the same label? A: No. Labels must be unique within your workspace.
Q: What's the maximum length for a label? A: 80 characters.
Q: Are changes to shared mailboxes tracked? A: Yes. Creating, updating, and deleting a shared mailbox is recorded on the activity timeline, as are changes to a subscription's mailbox or invoice delivery method.