Quickstart Guide

This guide walks you through setting up email ingestion for your organization.

Prerequisites

An Adteco account with email ingestion enabled
A NetSuite connection (for automatic record creation)
Access to your organization's email settings

Step 1: Get Your Email Address

Each organization receives a unique email domain:

{prefix}@{org-subdomain}.adteco.io

For example, if your organization subdomain is acme, your addresses would be:

invoices@acme.adteco.io - For vendor invoices
expenses@acme.adteco.io - For expense receipts
orders@acme.adteco.io - For purchase orders

Find your organization's email addresses in Settings > Integrations > Email Ingestion.

Step 2: Configure Email Prefixes

Navigate to Settings > Integrations > Email Ingestion and configure your email prefixes:

// Example configuration
{
  emailPrefixes: [
    {
      prefix: 'invoices',
      defaultDocumentType: 'vendor_bill',
      autoClassify: true,
      netsuiteConnectionId: 'conn_...'
    },
    {
      prefix: 'expenses',
      defaultDocumentType: 'expense_report',
      autoClassify: true,
      netsuiteConnectionId: 'conn_...'
    }
  ]
}

Configuration Options

Option	Description	Default
`prefix`	Email prefix (e.g., `invoices`)	Required
`defaultDocumentType`	Fallback document type	`vendor_bill`
`autoClassify`	Use AI classification	`true`
`netsuiteConnectionId`	NetSuite connection for record creation	Optional

Step 3: Connect NetSuite

To enable automatic record creation:

Go to Settings > Integrations > NetSuite
Click Connect NetSuite
Enter your NetSuite credentials
Select the subsidiary and default accounts
Test the connection

Make sure your NetSuite account has API access enabled and the appropriate roles assigned.

Step 4: Send a Test Document

Send a test email to verify your setup:

Compose a new email
Attach a sample invoice (PDF or image)
Send to invoices@{your-org}.adteco.io
Check the Documents page for processing status

Expected Flow

flowchart LR
    A[Send Email] --> B[Email Received]
    B --> C[Attachments Extracted]
    C --> D[Document Classified]
    D --> E[Data Extracted]
    E --> F{NetSuite Connected?}
    F -->|Yes| G[Record Created]
    F -->|No| H[Review Queue]
    G --> I[Confirmation Email]
    H --> I

Step 5: Review Results

After sending a document:

Go to Documents > Processing Queue
Find your document in the list
Review the extracted data
Check the confidence scores
Approve or edit before NetSuite sync

Document Status

Status	Description
`queued`	Email received, waiting for processing
`processing`	AI extraction in progress
`review`	Low confidence, needs human review
`completed`	Successfully processed
`synced`	NetSuite record created
`failed`	Processing error

Example: Processing an Invoice

Here's what happens when you email an invoice:

Input Email:

From: vendor@supplier.com
To: invoices@acme.adteco.io
Subject: Invoice #12345

Please find attached our invoice for services rendered.

[attachment: invoice-12345.pdf]

Extracted Data:

{
  "documentType": "vendor_bill",
  "confidence": 0.95,
  "extractedData": {
    "vendorName": "Supplier Corp",
    "invoiceNumber": "12345",
    "invoiceDate": "2024-11-23",
    "dueDate": "2024-12-23",
    "subtotal": 1500.00,
    "tax": 150.00,
    "total": 1650.00,
    "lineItems": [
      {
        "description": "Consulting Services",
        "quantity": 10,
        "rate": 150.00,
        "amount": 1500.00
      }
    ]
  }
}

NetSuite Record:

Type: Vendor Bill
Vendor: Supplier Corp (resolved from name)
External ID: adteco-inv-12345
Status: Pending Approval

Forwarding from Gmail

Set up automatic forwarding in Gmail:

Go to Gmail Settings > Forwarding
Add invoices@{your-org}.adteco.io as a forwarding address
Verify the email address
Create a filter:
- From: *@vendor-domain.com
- Action: Forward to ingestion address