Process Inbox Items

This workflow turns an incoming receipt or invoice into a reconciled Workspace record. It covers intake, queue triage, source review, suggested and manual matching, status updates, and the evidence to check before considering the item complete.

Prerequisites

• Sign in to the correct workspace.
• Make sure your role can upload and update Inbox items.
• Connect or import transaction data for the period you are reviewing.
• Keep the original receipt or invoice available until the match is verified.
• Connect Gmail or copy the workspace forwarding address if the item will arrive by email.

1. Open the Right Queue

1. Select Workspace in the primary sidebar.
2. Select Inbox beside the Workspace heading.
3. Start with Pending or Suggested when you are working unresolved items.
4. Use All when you need to locate a known item across states.

If the list is empty but filters are active, select Clear search before changing intake settings.

2. Bring In the Document

Choose one intake method.

Gmail

1. Open Workspace settings.
2. Under Email Connections, select Connect email if the account is not present.
3. Complete Gmail authorization.
4. Run a manual sync when you need to check for new receipts immediately.

Forwarding address

1. Open Workspace settings → Email Address.
2. Copy the unique address.
3. Forward an email that contains a supported receipt or document attachment.

Manual upload

1. Select Upload files, or drag files over the Workspace.
2. Upload PDF, JPG, JPEG, PNG, WebP, HEIC, HEIF, or AVIF files.
3. Keep each file at or below 5 MB and each batch at 25 files or fewer.
4. Keep the browser open until the progress message completes.

Checkpoint

The new item appears in the left queue. It can initially show Processing or Analyzing before the display name, amount, and match state become available.

3. Narrow and Order the Work

Use the queue controls to build a manageable working set:

• search by the item text
• use Status to choose All, Matched, Pending, Suggested Match, or Unmatched
• use the quick filters Pending, Suggested, Matched, and Unmatched
• use Sort inbox to choose Most recent, Oldest first, or Alphabetically

The count beside the quick filters shows how many items match the current result set.

4. Review the Source Before Matching

1. Select an Inbox row. Use the up and down arrow keys to move through nearby rows without returning to the list.
2. Review the document preview.
3. Compare the display name, amount, received date, and source with the original.
4. Under Details, check the available File, Size, Type, Source, Amount, Received, and Date values.
5. For a PDF, use Zoom out, the percentage reset, and Zoom in as needed.
6. Use Download or Open in new tab when the embedded preview is not sufficient.

If the display name or amount is wrong, open the item menu, select Edit, correct Display Name or Amount, and select Save.

5. Resolve the Match

When Eigenn suggests a transaction

1. Review the suggested transaction’s name, date, amount, and confidence.
2. Read any match explanation or partial-payment indicator that appears.
3. Select Confirm only when the source and transaction agree.
4. Select Decline when the suggestion is wrong.

After a decline, the Match section switches to manual transaction selection.

When no suggestion is available

1. Select Select a transaction.
2. Review the best matches, or type a transaction name to search a larger result set.
3. Use the filter button to show or hide transactions that already have an attachment.
4. Select the correct transaction.

When an existing link is wrong

1. In Match, select the remove button beside the linked transaction.
2. Confirm that the previous transaction disappears.
3. Use Select a transaction to choose the correct record.

Checkpoint

The linked transaction appears in Match, and the item returns to a Matched state after the data refreshes.

6. Set the Working Status

Use the status pill in the item header when the queue state needs a manual update:

• Pending keeps it in active review.
• Matched marks the item handled.
• Archived removes it from the active workflow without deleting the file.

The item menu also offers Mark as done and, for completed items, Mark as unhandled.

Do not mark a document complete solely because an amount was extracted. Confirm the source, transaction, and date first.

7. Handle Exceptions

Retry automatic matching

Open the item menu and select Retry Matching when the document is readable and the relevant transaction now exists. The item temporarily returns to Analyzing.

Preserve a workspace reference

Select Copy Link to copy a link to the Inbox record. This is a workspace link, so recipients need access to the same workspace.

Delete an invalid item

Use Delete only for duplicates, wrong-workspace uploads, or files that should not remain in the queue. Deletion removes the Inbox record; archiving is the safer choice when the history should remain available.

8. Review Proposed Assistant Actions

Receipt processing and assistant approvals share the same Workspace but have separate queues.

1. Select Workspace → Approvals.
2. Start with Open.
3. Select a proposal and review the action, amount, customer or invoice, tone, and cash impact.
4. Select Claim when you are taking ownership.
5. Select Approve to let the action run or Reject to stop it.
6. Follow approved work under Approved and Done.
7. Select Undo only when the completed proposal still offers it.

The message Action approved — it will run shortly. confirms that the proposal passed the human gate. Wait for Done to confirm execution finished.

Verify the Completed Workflow

Before leaving the item, confirm:

• the attachment is the intended receipt or invoice
• the visible amount and date agree with the source
• the source identifies Manual upload or the expected connected email
• Match shows the correct transaction
• the queue row shows Matched, or the status your team intentionally chose
• the copied Workspace link reopens the same item for another authorized teammate
• any assistant proposal appears in the expected Approved, Done, or Rejected queue

Limits and Edge Cases

• Manual uploads support only the listed PDF and image formats, up to 5 MB each and 25 files per batch.
• Forwarded messages without supported attachments do not create Inbox items.
• Small non-PDF email graphics can be ignored as logos or tracking images.
• Upload, analysis, and matching are separate asynchronous phases.
• A Pending item can match later when new transaction data arrives.
• No match is a reconciliation state, not proof that the file is corrupt.
• Showing already-matched transactions can create multiple attachments on one transaction; use it intentionally.
• Approval undo is time-limited and is not available for every completed action.
• Deleting and archiving are different: delete removes the record, while archive preserves it outside active review.

Troubleshooting

A Gmail receipt did not arrive

Open Workspace settings → Email Connections and run a manual sync. If the account says Disconnected, select Reconnect. Confirm the email has a supported receipt or PDF attachment; message text by itself does not create a document item.

The queue appears empty

Select All, clear the search, and remove the status filter. Then confirm you are in the correct workspace.

A file remains Processing

Refresh the Workspace after the upload finishes. If a preview eventually appears but no match is produced, use Retry Matching. Contact support with the item ID, file name, intake method, and Workspace link if the state does not move.

The correct transaction is missing

Search by name, enable already-matched transactions if appropriate, and confirm the transaction has been synced into the current workspace. If it is still absent, resolve the transaction import or connection before retrying.

Confirming or removing a match does not appear to work

Wait for the list and detail pane to refresh, then reopen the item. Clear filters that may hide the new state. Do not repeat the action until you have checked whether the linked transaction already changed.

An approved action has not completed

Check Approvals → Approved and Approvals → Done. Approval and execution are separate states. If it remains approved or reports an error, include the proposal ID and action label in a support request.

Related Pages

• Workspace Inbox and Approvals
• Transactions
• Document Processing and Extraction
• Document Vault
• Support