Automatic processing of e-mail attachments
On the Integrations tab of the team settings you can switch on, per mailbox, that the AI turns the attachments of incoming e-mails into draft invoices automatically. There are three options: Off, Only this team and With company-group routing.
The Automatic attachment processing setting sits on the Integrations tab, with each connected mailbox. When on, every processable attachment of a new e-mail goes through the same AI invoice processing as when you click the lightning icon (Quick processing) by hand.
The three options:
- Off – no automatic processing (the default).
- Only this team – the invoice always goes to the team the mailbox belongs to.
- With company-group routing – if the AI recognises by tax number that the invoice belongs to another company of the group, and there is upload access there, the invoice goes to that company. In every other case it waits for manual review. This option is only available when the team belongs to a company group.
When is the invoice saved on its own? Only when every key detail is certain: the customer is identified by tax number, and the invoice number, issue date, currency and line items could be read. When anything is uncertain, the attachment waits for review, and the e-mail page shows what is missing.
Outcome per attachment, on the e-mail page:
- the invoice was created (as a draft);
- already present with an invoice document – the same invoice with its document already exists, no new one is made;
- not an invoice according to the AI – skipped;
- needs manual review;
- failed.
When is the e-mail marked read and processed? When every attachment was created, already present or skipped, or when there is no processable attachment. If at least one attachment needs review or failed, the e-mail stays unread so it does not get lost.
Running it by hand: on the inbox list, the AI processing action runs the same on the selected e-mails even when the mailbox setting is off. This also needs the manage right of the Billing module.
Cost: each attachment uses credits. If the team runs out of credits, the affected attachments fail and the e-mail stays unread.
Notifications: off by default. Switch them on under Notification Preferences, in the E-mail automation category. They can go to the team owner and to users with the manage right of the Billing module.