Document Inbox

Bank reconciliation starts from the bank side: a transaction comes in and you look for the invoice it pays. The document inbox covers the other direction: a supplier invoice or receipt arrives before anyone has decided what it belongs to.

Documents land here from a mail intake address or a manual upload, get scored against your open purchase invoices and unmatched bank transactions, and wait for someone to file them.

Nothing is ever filed automatically. The matcher only ever proposes; a person accepts. A mail intake address is reachable by anyone who learns it, so an automatic link would let unverified input attach itself to real financial records.

Getting documents in

By email

Configure an intake mailbox under Settings → Tenant → Integrations → Microsoft Outlook:

1. Enable Finance document intake.
2. Enter the Document intake address: for example facturen@yourcompany.nl.

Alpha polls that mailbox every five minutes using the Microsoft Graph credentials already configured for the CRM inbox. It may be the same mailbox as the CRM inbox or a dedicated alias; the two are polled independently, so a problem with one never stops the other.

Attachments are filtered before they reach the queue:

Each mail attachment produces at most one inbox item, so re-polling the same message never duplicates it.

You can also press Check mailbox now on the document inbox page instead of waiting for the scheduler.

By upload

Press Upload documents and drop files in. They enter the same review queue as mailed documents.

How matching works

Alpha reads the text it already has (the filename, the mail subject, and the mail body preview) and pulls out three kinds of hint. It does not open the PDF; there is no OCR.

The sender is also matched against your supplier list: by exact address, then by an IBAN found in the document, then by mail domain, then by company name. Free mail domains (gmail, outlook, ziggo, …) are never used to identify a supplier, and an ambiguous match resolves to no supplier rather than a guess.

Those hints are then scored against candidates. Purchase invoices are scored first, because a document that belongs to an invoice belongs to the bank transaction only through that invoice.

Purchase invoice signals

Candidates are invoices in DRAFT or OPEN status. Paid and cancelled invoices are never suggested.

Bank transaction signals

Candidates are UNMATCHED transactions from the last year.

Scores are capped at 100. Anything below 45 is not shown; a matching amount on its own is not enough to put a purchase invoice in front of a reviewer, since recurring invoices routinely share an amount. The top five candidates are shown, highest confidence first.

Date proximity only counts when some other signal already matched, so recency alone can never push a document over the threshold.

Reviewing a document

Pick a document from the queue. The panel shows where it came from, what was detected in it, and the ranked suggestions with the reasons behind each score.

You are not limited to the suggestions. Accepting names a target explicitly, so a reviewer who knows better can file against any open invoice or unmatched transaction.

What accepting does

Purchase invoice: the first document becomes the invoice's PDF; later ones are added as attachments. Cancelled invoices are refused.

Bank transaction: the link is recorded on the inbox item, not on the transaction. Bank transactions have no attachment list of their own, so this keeps one source of truth for the association. Filed documents appear on the reconciliation screen under the selected transaction.

Create draft invoice

When nothing matches (the invoice simply does not exist in Alpha yet), Create draft invoice builds one around the document. The supplier and invoice number are prefilled only when they were positively detected; an unattributed PDF stays unattributed rather than landing on whichever supplier sorts first. You then complete the invoice in the normal editor.

Reopening and deleting

Reopening an accepted document removes the file from the invoice it was filed onto, so the invoice is not left pointing at a document that is back in the queue.

Deleting a single unfiled document deletes its stored file. Deleting a filed document keeps the file, because an invoice is still using it. Bulk deletion is a soft delete and keeps files in both cases.

Permissions

Users with READ_DOCUMENT_INBOX are notified when new documents arrive by mail.

Statuses