Process Inbox Items

This workflow turns a new receipt or invoice into a reconciled Workspace record. It covers intake, queue triage, source review, suggested and manual matches, and status updates. It also covers the evidence to check before you mark the item complete.

Prerequisites

• Sign in to the correct workspace.
• Make sure your role can upload and update Inbox items.
• Connect or import the transaction data for the period that you review.
• Keep the original receipt or invoice available until you confirm the match.
• Connect Gmail, or copy the workspace email address, if the item arrives by email.

1. Open the Right Queue

1. Select Workspace in the primary sidebar.
2. Select Inbox beside the Workspace heading.
3. Start with Pending or Suggested when you work on unresolved items.
4. Use All when you must locate a known item across states.

If the list is empty but filters are active, select Clear search. Do this before you change the intake settings.

2. Bring In the Document

Choose one intake method.

Gmail

1. Open Workspace settings.
2. Under Email Connections, select Connect email if the account is not present.
3. Complete the Gmail authorization.
4. Run a manual sync when you must check for new receipts immediately.

Workspace email address

1. Open Workspace settings → Email Address.
2. Copy the unique address.
3. Forward an email that contains a supported receipt or document attachment.

Manual upload

1. Select Upload files, or drag files over the Workspace.
2. Upload PDF, JPG, JPEG, PNG, WebP, HEIC, HEIF, or AVIF files.
3. Keep each file at or below 5 MB and each batch at 25 files or fewer.
4. Keep the browser open until the progress message completes.

Checkpoint

The new item appears in the left queue. At first it can show Processing or Analyzing. The display name, amount, and match state become available after that.

3. Narrow and Order the Work

Use the queue controls to build a set of work that you can manage:

• Search by the item text
• Use Status to choose All, Matched, Pending, Suggested Match, or Unmatched
• Use the quick filters Pending, Suggested, Matched, and Unmatched
• Use Sort inbox to choose Most recent, Oldest first, or Alphabetically

The count beside the quick filters shows how many items match the current result set.

4. Review the Source Before You Match

1. Select an Inbox row.
2. Use the up and down arrow keys to move through nearby rows. You do not need to open the list again.
3. Review the document preview.
4. Compare the display name, amount, Received date, and source with the original.
5. Under Details, check the available File, Size, Type, Source, Amount, Received, and Date values.
6. For a PDF, use Zoom out, the percentage reset, and Zoom in when you need them.
7. Use Download or Open in new tab when the embedded preview is not enough.

If the display name or amount is wrong, open the item menu and select Edit. Correct Display Name or Amount. Select Save.

5. Resolve the Match

When Eigenn suggests a transaction

1. Review the name, date, amount, and confidence of the suggested transaction.
2. Read any match explanation or partial-payment indicator that appears.
3. Select Confirm only when the source and the transaction agree.
4. Select Decline when the suggestion is wrong.

After a decline, the Match section switches to manual transaction selection.

When no suggestion is available

1. Select Select a transaction.
2. Review the best matches, or enter a transaction name to search a larger result set.
3. Use the filter button to show or hide transactions that already have an attachment.
4. Select the correct transaction.

When a link is wrong

1. In Match, select the remove button beside the linked transaction.
2. Confirm that the previous transaction disappears.
3. Use Select a transaction to choose the correct record.

Checkpoint

The linked transaction appears in Match. The item returns to a Matched state after the data refreshes.

6. Set the Working Status

Use the status pill in the item header when the queue state needs a manual update:

• Pending keeps it in active review.
• Matched marks the item handled.
• Archived removes it from the active workflow but keeps the file.

The item menu also offers Mark as done. For completed items, it offers Mark as unhandled.

Do not mark a document complete only because Eigenn extracted an amount. Confirm the source, the transaction, and the date first.

7. Handle Exceptions

Retry the automatic match

Open the item menu and select Retry Matching. Use this action when the document is readable and the related transaction now exists. The item returns to Analyzing for a short time.

Preserve a workspace reference

Select Copy Link to copy a link to the Inbox record. This is a workspace link, so recipients need access to the same workspace.

Delete an invalid item

Use Delete only for duplicates, wrong-workspace uploads, or files that must not stay in the queue. Delete removes the Inbox record. Archive is the safer choice when you must keep the history available.

8. Review Proposed Assistant Actions

Receipts and assistant approvals share the same Workspace, but they have separate queues.

1. Select Workspace → Approvals.
2. Start with Open.
3. Select a proposal.
4. Review the action, amount, customer or invoice, tone, and cash impact.
5. Select Claim when you take ownership.
6. Select Approve to let the action run, or Reject to stop it.
7. Follow the approved work under Approved and Done.
8. Select Undo only when the completed proposal still offers it.

The message Action approved — it will run shortly. confirms that the proposal passed the human gate. Wait for Done to confirm that the execution finished.

Confirm the Completed Workflow

Before you leave the item, confirm:

• The attachment is the intended receipt or invoice
• The visible amount and date agree with the source
• The source shows Manual upload or the expected connected email
• Match shows the correct transaction
• The queue row shows Matched, or the status that your team chose on purpose
• The copied Workspace link reopens the same item for another authorized teammate
• Any assistant proposal appears in the expected Approved, Done, or Rejected queue

Limits and Edge Cases

• Manual uploads support only the listed PDF and image formats. The limit is 5 MB for each file and 25 files for each batch.
• Forwarded messages without supported attachments do not create Inbox items.
• You can ignore small non-PDF email graphics. They are usually logos or tracking images.
• The upload, the analysis, and the match are separate asynchronous phases.
• A Pending item can match later when new transaction data arrives.
• No match is a reconciliation state. It is not proof that the file is corrupt.
• When you show already-matched transactions, you can create more than one attachment on a transaction. Use this option only on purpose.
• Approval undo is time-limited. It is not available for every completed action.
• Delete and archive are different. Delete removes the record. Archive keeps the record outside active review.

Troubleshoot

A Gmail receipt did not arrive

Open Workspace settings → Email Connections and run a manual sync. If the account says Disconnected, select Reconnect. Confirm that the email has a supported receipt or PDF attachment. Message text by itself does not create a document item.

The queue appears empty

Select All, clear the search, and remove the status filter. Then confirm that you are in the correct workspace.

A file remains Processing

Refresh the Workspace after the upload finishes. If a preview appears but Eigenn produces no match, use Retry Matching. If the state does not move, contact support. Give the item ID, the file name, the intake method, and the Workspace link.

The correct transaction does not appear

Search by name. Turn on already-matched transactions if you need them. Confirm that Eigenn synced the transaction into the current workspace. If the transaction is still absent, repair the transaction import or the connection. Then try again.

A match does not confirm or clear

Wait for the list and the detail pane to refresh. Then open the item again. Clear the filters that can hide the new state. Do not repeat the action before you check whether the linked transaction changed.

An approved action has not completed

Check Approvals → Approved and Approvals → Done. Approval and execution are separate states. If it stays approved or reports an error, include the proposal ID and the action label in a support request.

Related Pages

• Workspace Inbox and Approvals
• Transactions
• Document Processing and Extraction
• Document Vault
• Support