Automatic Email Collection

This is the most efficient way to get your documents into the system. Once you have connected your mailbox, the system automatically scans your inbox for invoices and receipts.

How It Works

• Automatic Scanning: The system checks your email several times a day in the background.
• Manual Fetching: You can always click "Fetch Emails" under Source Documents to check for new documents immediately. You can select a specific date range for manual fetching.
• AI Analysis: When an invoice is found in an email, it is automatically extracted and analyzed. Our AI reads the PDF or image attachment to identify the vendor, amount, date, and currency.
• Filtering: The system is smart enough to distinguish between actual invoices and other types of emails, ensuring only relevant documents are imported.

Mailbox Setup

You can connect your mailbox under Source Documents -> Mailbox Connection Manager:

1. Select Provider: Choose between Gmail, Outlook, or a custom IMAP server.
2. Gmail/Outlook (Recommended): Use the direct login (OAuth2) for maximum security. This doesn't require you to share your password with us.
3. IMAP: For other providers, enter your server details (Host, Port, Encryption) and credentials.
4. Test Connection: Always click "Test Connection" to ensure the system can access your inbox before saving.

Security & Privacy

• Read-Only Access: The system only reads your emails to find attachments. We never send emails from your account.
• Encryption: All connection details and credentials are stored using industry-standard encryption.
• OAuth2: By using OAuth2 for Gmail and Outlook, you maintain full control over our access and can revoke it at any time through your email provider's settings.

Frequently Asked Questions

How far back does the system fetch emails? This depends on your chosen subscription plan. During the initial setup or manual fetch, you can specify how far back you want the system to look.

What if an email contains multiple documents? The system is designed to identify and extract all relevant attachments within a single email. Each attachment will appear as a separate document in your inbox.