Inbox Admin
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Your inbox has a system. You just haven't written it down.

Set up your rules once — like telling a new hire where things go. Then it just runs.

Every morning5 unread
invoices@vendorco.comInvoice #4021 attached
receipts@supplyhub.comYour receipt for order #882
billing@cloudhost.ioMonthly hosting invoice
ap@contractorjoe.comPayment request — March
noreply@quickbooks.comExpense report needs review

You drag. You file. You repeat.

With Inbox Admin5 unread
invoices@vendorco.comInvoice #4021 attached✓ Filed
receipts@supplyhub.comYour receipt for order #882✓ Filed
billing@cloudhost.ioMonthly hosting invoice✓ Filed
ap@contractorjoe.comPayment request — March✓ Filed
noreply@quickbooks.comExpense report needs review✓ Filed

Same emails. Zero effort. Already done.

How It Works

Three things you do every day that you'll never do again

Each step mirrors how you'd train a new office admin. Day one: show them where things go. Day two: teach them the next step. Day three: tell them when to flag you.

1

Sort it.

Right now, you open Gmail every morning and drag invoices into folders. You've been doing it for years. You know exactly where everything goes — it's just tedious.

You already know the rule. You've been doing it in your head for years. Now write it down once and never do it again.
Rule · Active
WhenEmail is from invoices@vendorco.com
Then Move to Vendor Invoices
Vendor Invoices3
VendorCoInvoice #4021
SupplyHubReceipt #882
CloudHostMonthly hosting
2

Act on it.

Once the invoices are in the folder, you open each one, find the PDF, switch to QuickBooks, and type in the vendor name, amount, and date. Twenty minutes per batch, every single day.

The folder was always step one. Now there's a step two that doesn't need you.
Rule · Active
WhenEmail lands in Vendor Invoices
Then
Extract the invoice PDF
Read the amount and vendor name
Post it to QuickBooks
Mark the email as done
QuickBooks — Recent Entries3
VendorCoInvoice #4021
$1,240.00
SupplyHubReceipt #882
$389.50
CloudHostMonthly hosting
$79.00
3

Decide on it.

A big invoice comes in from a new vendor. You're not sure about it — is this legit? So you forward it to your accountant with a note: “Can you look at this?” That's good judgment. Inbox Admin learns it too.

It handles the routine. It flags the exceptions. Just like a good admin would.
Rule · Active
WhenInvoice amount is over $2,500
Then
Flag it for review
Forward to accountant@firm.com
Add note: “Needs your approval”
Don't post to QuickBooks yet
Flagged for Review1
NewVendor LLC$4,800.00 — Forwarded to Sarah

Boring. Reliable. Done.

Set it up in 10 minutes. It runs every day. Less than a part-time hire, more reliable than an intern.

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