Email intake

What this does

Any email you forward to the intake mailbox becomes a document. Attachments (PDF, PNG, JPG, HEIC) are imported one document each; an email with no attachment has its body saved as an HTML document. A scheduled job reads the mailbox every fifteen minutes.

The intake code

Every shop has an Intake Code, shown under Documents → Settings. Put it in square brackets in the subject line of anything you forward, for example [K7Q2] NAPA invoice 44821. The code is how the app proves which shop an email belongs to. It refuses to guess: an email with no code, or an unknown code, goes to the unrouted pool instead of anyone's books.

Regenerate Code replaces it. Do that if it has been shared somewhere it shouldn't have been; anything already in flight with the old code lands in the unrouted pool.

Settings

Documents → Settings → Email Ingestion. Enable Email Ingestion turns the whole thing on or off for the shop. Inbound Email Address shows the mailbox to forward to. Allowed Senders is an optional list of addresses the shop will accept from; leave it empty to accept from anyone who has the code. Auto-Process runs extraction as soon as a document arrives instead of waiting for you to choose Process with AI.

Payee Rules and Report Sources on the same page teach the extractor: a payee rule maps a vendor's name as it appears on statements (NAPA AUTO%, AMAZON*) to the vendor and expense account you want, so repeat vendors file without a decision; a report source describes a recurring machine-generated document (a scanner tool's report, say) with its output format and offset account so it's classified on sight.

The unrouted pool

Email that arrives without a provable shop waits in the Email Document Queue under Documents. An owner or manager who belongs to the right shop can Assign to shop… and approve it, which imports it there, or reject it with a reason. The pool exists because guessing was tried once and filed a batch of one shop's vendor invoices into another shop's books; refusing to guess is the fix.

Common problems

I forwarded it an hour ago and it isn't there. Check the subject for the code, then look in the Email Document Queue. If it's pending there, assign it.

The email body imported but not the attachment. The attachment wasn't one of the four types, or it was inline in the body rather than attached. Save it as a PDF and forward again.

Someone outside the shop keeps sending to the mailbox. Set Allowed Senders, or regenerate the code.