Smart Inbox

Automate the capture of receipts, invoices, and inquiries via email.

Overview

With Smart Inbox, you can simply forward documents via email and slonge-billing handles the rest:

• Receipts → Automatically logged as expenses
• Vendor invoices → Imported with payment details
• Customer inquiries → Created as leads
• Documents → Archived in the system

How It Works

Send email → AI analyzes → Entry created → Notification

1. You forward an email to your personal inbox address
2. Our AI analyzes the content and attachments
3. A corresponding entry is automatically created
4. You receive a notification for review

Setup

Activate Smart Inbox

1. Go to Settings > Smart Inbox
2. Click Activate Smart Inbox
3. Your personal email address is generated

Your Inbox Address

After activation, you receive an address in the format:

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

Example: [email protected]

💡 Tip: Save this address as a contact in your email program for quick access.

Usage

Capture Receipts

Forward receipts or receipt emails:

What the AI recognizes:

• Amount and currency
• Date of purchase
• Seller/store
• Payment method (if specified)

Example emails:

• Gas station receipts
• Restaurant bills
• Shopping receipts
• Online order confirmations

Foreign-Currency Receipts

Receipts in EUR, USD, or other currencies are detected automatically. The Smart Inbox list shows a CHF approximation next to the original amount (e.g. EUR 45.00 ≈ CHF 48.50):

• If a rate is already stored for the receipt date, it is used.
• Otherwise Slonge Billing fetches the daily rate at booking time automatically from the Frankfurter API (ECB) and persists it on the expense.

This means you never have to maintain exchange rates by hand, and all reports and bookings reliably aggregate in CHF.

Import Vendor Invoices

Forward incoming invoices from suppliers:

What the AI recognizes:

• Invoice number
• Amount and VAT
• Due date
• IBAN/payment information
• Vendor details

Supported formats:

• PDF attachments
• Email text with invoice details
• QR invoices (scanned)

Create Leads from Inquiries

Customer inquiries are automatically captured as leads:

What the AI extracts:

• Contact name and email
• Company (if specified)
• Inquiry summary
• Interest/project type

Archive Documents

Other documents are securely stored:

• Contracts
• Correspondence
• Receipts without clear category

Settings

Configure Processing

Automation

Recommended Settings

For maximum control:

• ✅ Create as draft
• ✅ Notifications active
• ❌ Auto-approval disabled

For maximum automation:

• ❌ Don't create as draft (directly active)
• ✅ Auto-approve under CHF 50
• ✅ Notifications active

Best Practices

Set Up Email Forwarding

Option 1: Manual Forwarding

• Forward relevant emails as needed

Option 2: Automatic Rules

In Gmail/Outlook you can create rules:

1. Emails from specific senders (e.g., vendors)
2. Automatically forward to your inbox address

Example Gmail Filter:

From: @swisscom.ch OR @sunrise.ch OR @salt.ch
Action: Forward to [email protected]

Optimize Attachments

• Prefer PDF: Better text recognition than images
• Clear scans: At least 150 DPI
• One invoice per email: Simplifies assignment

Use Subject Lines

The AI also considers the subject:

✅ Good: Invoice No. 2026-001 - Office Supplies ✅ Good: Receipt Gas Station 28.02.2026 ❌ Bad: Fwd: Fwd: Re: Document

Troubleshooting

Email Not Processed

Possible causes:

1. Inbox is disabled → Activate in settings
2. Email format not supported → Attach PDF
3. Sender blocked → Check whitelist

Wrong Categorization

The AI learns from context. For errors:

1. Manually correct the entry
2. The AI improves over time

Missing Data

If fields remain empty:

• Check attachment quality
• Add missing info manually
• Use PDF instead of image

Privacy & Security

Data Processing

• 100% Swiss hosting: All data stays in Switzerland
• Encrypted transmission: TLS for all emails
• No third parties: No external email services

Retention

• Emails are deleted after processing
• Only extracted data and attachments are stored
• Attachments in Swiss S3 storage

Limits

FAQ

What email formats are supported?

Plain text and HTML. Attachments: PDF, PNG, JPG, HEIC.

Can I change the inbox address?

No, the address is based on your company name and is fixed.

What happens with spam?

Obvious spam is automatically filtered and not processed.

Does it work with encrypted emails?

No, end-to-end encrypted emails cannot be processed.

Can I upload emails manually?

Currently only via email forwarding. Upload function is planned.

Related Features

• Expenses – Manual expense entry
• Vendor Bills – Invoice management
• Settings – Further configuration