Workspace Inbox and Approvals
Capture receipts and invoices, reconcile them with transactions, and review assistant-proposed actions from one shared workspace.
The Workspace turns incoming financial documents and proposed assistant actions into reviewable work. The Inbox keeps receipts and invoices beside their transaction matches, while Approvals gives a human the final say before a proposed action runs.
What It Helps You Do
- bring receipts and invoices in from Gmail, a forwarding address, or a manual upload
- preview each attachment without leaving the queue
- review extracted merchant, amount, date, and source context
- confirm a suggested transaction match or choose a transaction manually
- separate pending, suggested, matched, and unmatched work
- approve, reject, claim, or undo eligible assistant-proposed actions
The result is a shared operating queue: the document, its reconciliation state, and the next decision stay together.
Prerequisites
Before you start:
- sign in to the workspace that owns the documents and transactions
- make sure your role has write access if you need to upload, connect Gmail, change a status, or confirm a match
- connect or import transaction data before expecting useful match suggestions
- allow Gmail access if you want Eigenn to scan a connected inbox
Find the Workspace
- In the primary sidebar, select Workspace.
- Use the Inbox and Approvals switches beside the Workspace heading.
- Select the gear button labeled Workspace settings to manage intake.
The Workspace in the primary sidebar is the inbox and approvals area. The document hub reached from Vault → Workspace is a different page.
Bring Documents Into the Inbox
Connect Gmail
On an empty Workspace, the Connect Your Gmail card appears automatically.
- Select Connect your Gmail.
- Complete Google authorization.
- Return to Workspace → Inbox.
- Open Workspace settings to confirm the account appears under Email Connections.
Eigenn scans connected Gmail accounts for receipts and PDF attachments. From Email Connections, you can:
- run a manual sync
- see when an account was last accessed
- select Reconnect when the account is marked Disconnected
- remove an email connection when it should no longer sync
- select Connect email to add another Gmail account
Use the forwarding address
Every workspace can expose a unique address under Workspace settings → Email Address.
- Copy the address.
- Use it for online purchases, receipt delivery, or forwarding supported attachments.
- Return to Workspace → Inbox and wait for the attachment to appear.
The forwarding address is workspace-specific. Confirm the active workspace before sharing or saving it in another system.
Upload files yourself
Select the Upload files button in the Workspace toolbar, or drag files over the inbox.
Manual Inbox uploads accept:
- JPG and JPEG
- PNG
- WebP
- HEIC and HEIF
- AVIF
You can upload up to 25 files at once, and each file must be 5 MB or smaller. The progress message asks you to keep the browser open until the upload completes.
Triage the Inbox
The left pane is the queue; the right pane shows the selected document, its status, and match controls.
Filter the queue
Use the quick filters above the list:
- All
- Pending
- Suggested
- Matched
- Unmatched
The search control also includes a Status filter with All, Matched, Pending, Suggested Match, and Unmatched. Select Clear search when a search or filter returns no results.
Use Sort inbox to choose Most recent, Oldest first, or Alphabetically. The item count at the right of the quick filters reflects the current result set.
Understand the item states
| State | What it means | What to do |
|---|---|---|
| Processing | The file is still being read. | Keep the Workspace open and wait for the row to resolve. |
| Analyzing | Eigenn is checking the document and looking for a transaction. | Wait for a suggestion or final match state. |
| Pending | No match has been found yet. | Leave it for later matching or choose a transaction manually. |
| Suggested match | Eigenn found a possible transaction. | Review the amount, date, name, and confidence, then select Confirm or Decline. |
| Matched | The item is linked to a transaction. | Verify the linked transaction and mark the work complete when appropriate. |
| No match | Automatic matching did not find a usable transaction. | Use Select a transaction for manual reconciliation. |
| Archived | A user moved the item out of the active workflow. | Change the status if it needs to return to review. |
Review one item
- Select an item in the left pane. You can also use the up and down arrow keys to move through the current list.
- Review the preview, display name, amount, received date, and current status.
- In Details, confirm the File, Size, Type, Source, Amount, Received, and Date values that are available.
- Use the preview controls to zoom a PDF, download the file, or open it in a new tab.
- Use the status pill to set Pending, Matched, or Archived when a manual status update is appropriate.
The item menu also provides Mark as done or Mark as unhandled, Retry Matching, Edit, Download, Copy Link, and Delete.
Copy Link on an Inbox item copies a link back to the shared Workspace record. Anyone opening it still needs access to the workspace.
Reconcile a Document
Confirm a suggestion
When the Match section shows a suggestion:
- Compare the transaction name, date, amount, confidence, and any match explanation with the attachment.
- Select Confirm when the transaction is correct.
- Select Decline when it is not correct.
Eigenn uses these decisions to improve later suggestions. A confirmed item changes to Matched and shows the linked transaction in the Match section.
Match manually
When no suggestion is available:
- Select Select a transaction.
- Search by transaction name or review the best matches presented first.
- Use the filter button to show or hide transactions that already have an attachment.
- Select the correct transaction.
To undo the relationship, select the remove button beside the linked transaction. The document returns to an unmatched state and can be reconciled again.
Review Assistant Actions
Select Workspace → Approvals to review actions proposed by the assistant. The pending count beside Approvals shows how many proposed actions currently need attention.
Use the queue filters:
- Open
- Approved
- Done
- Rejected
- All
For each proposal:
- Select the row to open its details.
- Read the plain-language action, amount, customer or invoice context, tone, and cash-impact preview when available.
- Select Claim if you are taking ownership.
- Select Approve to allow the action to run, or Reject to stop it.
- Use Undo only when the completed action still shows that option; undo availability is time-limited and action-dependent.
Approving is an explicit human gate. The success message Action approved — it will run shortly. confirms approval, not necessarily immediate completion. Use the Approved and Done filters to follow its state.
Verify Success
An Inbox workflow is complete when:
- the expected receipt or invoice appears in the correct workspace
- the preview and extracted amount or date agree with the source document
- the Match section shows the intended transaction
- the queue row shows Matched or the manual status your team expects
- an approved assistant action progresses from Approved to Done, or a rejected action appears under Rejected
For emailed intake, a manual sync can report either the number of new attachments or No new attachments found. Both are successful sync outcomes.
Limits and Edge Cases
- Manual Inbox uploads are limited to 25 files per batch and 5 MB per file.
- A forwarded email without a supported attachment does not create an Inbox item.
- Small non-PDF email images, such as logos and tracking graphics, can be ignored so they do not become finance work.
- Processing and matching are asynchronous. A successful upload can appear before analysis is finished.
- No match does not mean the document is invalid; it means a transaction still needs to be selected or imported.
- A transaction can already have another attachment. Turn on the already-matched option only when attaching another document is intentional.
- Approval undo is not permanent. If Undo is absent, the action is not currently reversible from this view.
- Search and quick-status filters change the working set. Clear them before concluding that an item is missing.
Troubleshooting
Gmail is connected but nothing new appears
Open Workspace settings → Email Connections, run a manual sync, and read the completion message. If the account is marked Disconnected, select Reconnect and complete Google authorization again. Confirm the message actually contains a supported receipt or attachment.
A manual upload is rejected
Check the format and keep each file at or below 5 MB. Split batches larger than 25 files. A file rejected as unsupported should be converted to PDF, JPG, PNG, WebP, HEIC, HEIF, or AVIF before retrying.
The item is stuck on Processing or Analyzing
Refresh the Workspace and reopen the item. If the preview is available but matching did not finish, open the item menu and select Retry Matching. If the state does not change, include the copied item ID and Workspace link when contacting support.
A suggested match is wrong
Select Decline, then use Select a transaction. Check whether the correct transaction is outside the current transaction data or is hidden because it is already matched.
A matched item needs to be corrected
Remove the linked transaction from the Match section, choose the correct transaction, and verify that the row returns to Matched.
Approvals is empty
The empty state means there is nothing to review. Assistant proposals appear here only when an eligible action is queued. Clear the approval filter or select All before concluding that no historical proposals exist.