Smart Inbox

Smart Inbox lets you forward expense receipts and PDF supplier invoices to Slonge Billing. Slonge creates drafts for you to review before saving or posting.

Supported core workflow

Expense receipts from email text or image attachments → expense draft
PDF supplier invoices with readable text → supplier-invoice draft
Ambiguous messages → manual review

Other email workflows may be visible depending on configuration, but they are not part of the supported bookkeeping core. In particular, Smart Inbox does not currently process time entries or automatically archive general documents.

How it works

Forward email → route message → review draft → save, post, or discard

Forward a receipt or supplier invoice to your personal inbox address.
Slonge evaluates the subject, email text, and supported attachments.
An expense or supplier-invoice draft is created.
Review and complete the recognized details.
Save, post, or discard the draft. Posting follows your tenant’s roles and permissions.

AI results may be incomplete or inaccurate. Smart Inbox does not replace professional review.

Setup

Go to Settings > Smart Inbox.
Activate Smart Inbox.
Use the displayed personal address in this format:

inbox-{company-name}@inbox.slonge-billing.ch

Expense receipts

For expenses, Slonge first attempts to recognize details from the email text. If information is missing, a sufficiently large image may be processed as an AI-assisted recognition source.

Possible suggestions:

amount and currency,
date,
vendor,
description and category,
expense account,
VAT code.

Suggestions are stored in a draft. Check the amount, date, account, and VAT code in particular.

Foreign currencies

The original amount is retained for foreign-currency receipts. When posting, Slonge can retrieve a CHF rate for the receipt date. If no rate is available, review or complete the conversion.

Supplier invoices

The supported workflow requires an email with a readable PDF invoice. Slonge uses local text extraction and, when AI is available for the plan, may additionally analyze the extracted PDF text.

Possible fields:

invoice number,
issue and due dates,
amount, currency, and VAT amount,
vendor.

Unrecognized details remain empty or receive a technical fallback value. Review the draft and original PDF before approval.

Control and permissions

The inbox shows recognized fields and possible account and VAT suggestions. You can:

save the draft,
post an expense with the required permission,
or discard the draft.

Expense posting is role-protected. Configurable auto-approval values are not currently used for automatic posting.

Restricting senders

Settings can contain permitted email addresses or domains. This whitelist supplements the protection of the personal inbox address. Keep it correctly formatted and review processing regularly.

Privacy

Depending on the document, the following may be sent to OpenAI:

selected email content,
receipt images,
text read from PDF invoices.

This content may include personal and financial data. Forward only business documents whose processing is permitted and consult the privacy policy. Slonge stores the incoming email, processing data, and attachments for the inbox workflow; do not assume that emails are deleted immediately after processing.

Getting good results

Use PDF for supplier invoices.
Send one invoice per email where possible.
Use a descriptive subject.
Use readable images rather than small previews or signature logos.
Compare every draft with the original.

Troubleshooting

No draft was created

Check that Smart Inbox is active.
Check whether the sender is on the whitelist.
Use a readable PDF or image.
Start processing again from the inbox.

Wrong routing or missing details

Open the draft and correct the fields manually.
Use a clearer subject.
Send a readable PDF rather than a blurred image.

Corrections do not currently train a tenant-specific learning model.

Documentation