Inbox Admin
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Everything it does. Nothing you have to.

Inbox Admin connects to your Gmail and handles your documents, your filing, and your QuickBooks — every day, without being asked.

Document reading

It opens your PDFs so you don't have to.

Every attached invoice, receipt, and statement is read automatically. Amounts, dates, vendor names, and line items are pulled out and structured — ready to be posted, filed, or reviewed.

PDFs, images, and scanned documents — all handled the same way
Amounts, dates, and vendor names extracted and ready to go
Every document logged with a timestamp so you can audit later
Extracted from Invoice #4021.pdfProcessed
Vendor
VendorCo Inc.
Matched
Amount
$1,240.00
Extracted
Date
March 14, 2026
Extracted
Invoice #
INV-4021
Extracted
Status
Posted to QuickBooks
Rules you write in plain English

Tell it what to do once. It does it every time.

Rules are the core of Inbox Admin. Each one is a simple "when this happens, do that" — written in words you can read, not code you have to learn. Stack as many as you need.

Trigger on sender, amount, keyword, or folder — combine conditions
Chain multiple actions — file, forward, post, flag, or hold
Turn rules on and off — test before you commit
Rule: Route vendor invoicesActive
WHENEmail is from @vendorco.com
ANDHas an attached PDF
Move to Vendor Invoices
Read the attached document
Post to QuickBooks
Mark as done
QuickBooks sync

From inbox to books without the copy-paste.

When a document is read, the extracted data can go straight into QuickBooks. Vendor name, amount, date — all mapped and posted. You review it in QuickBooks like any other entry.

Vendor matching — maps senders to your QuickBooks vendor list
Approval mode — review entries before they post, if you prefer
No duplicates — checks before posting so nothing gets entered twice
QuickBooks — Recent postsSynced
VendorCo$1,240.00Posted
SupplyHub$890.00Posted
CloudHost$189.99Pending
Stripe$2,891.00Posted
Sender routing

Every sender gets a folder. Automatically.

You know which emails go where — you've been sorting them in your head for years. Now each recurring sender gets a folder rule, and every email from them is filed the moment it arrives.

Auto-detected senders — we suggest routes based on your inbox history
VIP senders — flag high-priority contacts so they always get handled first
Gmail labels and folders — uses your existing structure, not a new system
Sender routes8 active
Vinvoices@vendorco.com→ Vendor Invoices
Sreceipts@supplyhub.com→ Receipts
Snoreply@stripe.com→ Payments
Cap@contractorjoe.com→ Contractors
Approval flags

It knows when to stop and ask.

Not everything should be handled automatically. Set thresholds — by amount, by sender, by keyword — and anything that crosses the line gets flagged for you or forwarded to your accountant.

Amount thresholds — anything over $X gets held for review
Forward to your accountant — flagged items get sent with a note
Nothing posts until you say so — flagged items are held from QuickBooks
Flagged for review3 pending
NewVendor LLC — $4,800 — Over $2,500 thresholdSent to Sarah
Unknown sender — $1,200 — First-time vendorAwaiting
DesignCo — $3,100 — Approved by BillyApproved
Activity log

Everything it does is logged.

Every email filed, every document read, every QuickBooks entry posted — it's all tracked with a timestamp. If you ever need to check what happened, it's right there.

Filter by rule, sender, or date — find exactly what you need
Monthly usage summary — emails processed, documents read, entries posted
Team permissions — control who can view, edit, or approve
Recent activityToday
9:42 amVendorCo invoice filed to Vendor Invoices
9:42 amDocument read — $1,240.00 extracted
9:43 amPosted to QuickBooks — VendorCo $1,240.00
9:44 amNewVendor LLC flagged — $4,800 over threshold
9:44 amForwarded to sarah@firm.com for approval

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