How AI processing works#

Every few minutes the system reads new mail from each connected inbox and turns each relevant email into a staged document you can review in the AI Inbox. Nothing is ever saved into your live records automatically — you always approve first.

What the system does with each email#

1. Identifies the sender. The sender's email address is matched against your contact persons. If it belongs to a customer, the email is treated as a customer message; if it belongs to a supplier, a supplier message; otherwise it's marked as an unknown sender.

2. Classifies the email from your firm's point of view:

   • Enquiry — a customer asking about products / requesting a price.
   • Sales Order — a customer confirming an order you will deliver.
   • Quotation — a supplier sending you their rates.
   • Other — anything else (ignored, but kept in a log).

   If the email's content seems to conflict with the sender's role (for example, a "quotation" that appears to come from a customer), the system re-checks it several times before deciding, and flags it for you.

3. Extracts the details. Body text, plus PDFs, images, Word, Excel and CSV attachments, are read to pull out the product lines — name, quantity, description, and price where present.

4. Matches products to your catalogue. Each extracted line is matched to a product head and product code in your records, with a confidence score. Repeated boilerplate (the code's standard description) is stripped so only the custom details remain.

5. Stages it for review. The result waits in the AI Inbox. Customer and supplier names, dates, and matched products are all filled in from your existing records — never invented. When you approve, the document is written directly into your records — there is no half-finished "draft enquiry" step to come back to and complete later.

Where the email came in — Mail vs Portal#

Each staged item remembers how it reached the system, and that decides the mode of the enquiry it becomes:

• Mail — the email arrived in a connected inbox the system listens to. This is the normal path.
• Portal — the item was captured from a procurement portal page using the browser RFQ-clipper extension (see Browser extension).

When you approve such an item, the enquiry is created with the matching mode (Mail or Portal) so you can tell at a glance whether it came in by email or off a vendor portal.

Attachments#

How attachments are read depends on the AI model your administrator has configured:

• Excel, CSV, Word, and text files are always read as text.
• PDFs and images are read directly when the configured model supports it; otherwise text is extracted where possible. If a file can't be read (for example a scanned image with no text), it's skipped and noted on the draft so you know to open it yourself.

Privacy#

The system only reads mail to draft documents. It never sends, replies, or changes anything in your mailbox, and access is read-only.