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AP Emails

Stop typing in vendor invoices. Each business gets a unique inbox address (e.g. acme@dayzeromail.com); forward or have vendors send invoices there and DayZero's AI reads the PDF or email body, identifies the vendor, extracts the line items and dates, and drops a draft bill into your Bill Inbox for review. Nothing posts to your books until you approve it, and the original email and attachments stay linked to whatever you create.

Key capabilities

  • A unique per-business mailbox stored on the business record and shown (with copy) on the page
  • Inbound pipeline: emails are securely received, stored, and handed to a durable background workflow that runs AI extraction
  • Automatic PDF and email-body extraction with attachments processed in parallel
  • Multi-entity extraction per email: bills, invoices, vendors, and customers
  • Vendor matching, with an option to create a new vendor inline during review
  • Expense-account suggestions and split (multi-line) expense allocation at review time
  • A review queue with All / Pending / Reviewed / Rejected tabs, search, and bulk actions
  • Keyboard navigation (j/k to move, r to mark reviewed, x to reject)
  • Original email body, attachments, and a downloadable zip kept on every record
  • Reprocess to re-run AI triage when extraction was thin or model preferences changed
  • Inbox notifications when an email finishes processing

How it works

The email is securely received and stored; this triggers a durable background workflow that parses it, runs AI extraction, and saves draft entities for your review before any bill is created.

sequenceDiagram
  participant V as "Vendor / you"
  participant IN as "Secure intake"
  participant WF as "Processing workflow"
  participant AI as "LLM extraction"
  participant U as "Bill Inbox review"
  V->>IN: "Forward invoice"
  IN->>WF: "New email event"
  WF->>AI: "Parse email + attachments"
  AI-->>WF: "Draft bills / vendors"
  WF-->>U: "Notify: ready to review"

How to use it

  1. Open the Bill Inbox (the Emails page at /books/accounts-payable) and copy your AI AP Inbox address from the header.
  2. Forward a vendor invoice there, or set an auto-forward rule in your email client so invoices arrive automatically.
  3. When processing finishes you get a notification; the email appears under the Pending tab.
  4. Open it to see Detected Entities — each detected bill shows editable description, amount, bill number, dates, vendor, and expense account.
  5. Pick or create the vendor, choose an expense account (or click Split to allocate across several), then click Create Bill to post it.
  6. Mark the email Reviewed (or Reject), or use the checkboxes for bulk review. Use Download to grab the original email and attachments as a zip.

Pro tips

  • The inbox extracts more than bills — it also detects vendors and customers, so an invoice from a brand-new supplier can create the vendor and the bill in one pass.
  • Creating a bill from a draft posts a received bill with its journal entry immediately, so set the Invoice Date correctly (the journal-entry date defaults to it; override only if your accounting period requires it).
  • Use Split on the expense account to allocate one invoice across multiple ledgers; the line total must balance to the bill amount before you can create it.
  • If an email came back with empty or wrong drafts, reprocess it — the workflow re-runs AI triage against the stored email without re-uploading anything.
  • The vendor selector auto-links an exact name match, so confirm the matched vendor before creating to avoid splitting spend across near-duplicate records.
  • Each business mailbox is unique and validated for uniqueness — share that one address with vendors rather than forwarding from personal inboxes.

In-depth guide

Mailbox & routing

  • Every business has a mailbox identifier; the full address is {mailbox}@dayzeromail.com in production (environment-specific subdomains like dev.dayzeromail.com exist for non-prod).
  • The page resolves and displays the real address with a copy button.
  • Inbound flow: mail is securely received and stored, then durable background processing parses and triages it.
  • If no business matches the recipient address, the email is skipped with a clear reason.

AI extraction

  • Large or numerous attachments are processed in parallel.
  • For each detected bill it extracts vendor name, amount, currency, due date, bill number, and line items, and attempts to match an existing vendor and expense ledger by similarity.
  • Low-confidence matches are left unset so you choose during review.

Review & conversion

  • The detail panel groups results into Detected Bills, Invoices, Vendors, and Customers.
  • Converting a draft bill creates the bill (received status) and its AP journal entry, links the draft to the created bill, and marks it converted.
  • You can mark whole emails reviewed/rejected individually, in bulk via checkboxes, or with keyboard shortcuts.

Related features & AP approval

  • The inbox is the front door of the AP path: drafts become Bills, which then feed AP aging and — when enabled — the AP Approval Workflow (a freshly created bill triggers approval routing).
  • Detected vendors connect to the Vendors directory, and contract comparison runs against Vendor Contracts.
  • See AP Automation & Bill Capture for the end-to-end picture.

Edge cases

  • Duplicate inbound messages are detected and skipped so the same invoice isn't drafted twice.
  • Feedback-reply emails are short-circuited and captured as comments rather than treated as a missing-business failure.
  • An email can finish with no detected entities — it still lands in the inbox with its body and attachments for manual handling.

Start free and let your inbox do the data entry.