Magic Inbox

Magic Inbox enables your organization to receive vendor invoices via email. Invoices are automatically analyzed by AI, extracting key information like vendor details, amounts, line items, and due dates. Documents appear in your Pending Documents queue for review before conversion to vendor bills.

How It Works

Vendor sends invoice to your Magic Inbox email
                    ↓
      AI analyzes and extracts data
                    ↓
   Document appears in Pending queue
                    ↓
  Review → Approve → Vendor Bill created

1. Receive - Vendors forward invoices to your dedicated Magic Inbox email address
2. Process - AI extracts vendor info, invoice number, amounts, line items, and due dates
3. Review - Documents appear in your Pending Documents queue with extracted data
4. Convert - Approve to create a vendor bill, or reject with a reason

Getting Started

Enable Magic Inbox

1. Go to Admin Settings in your dashboard
2. Find the Magic Inbox card
3. Choose your email option:
   • Shared Domain - Get an email like yourcompany@adteco.app
   • Custom Domain - Use your own domain like invoices@yourcompany.com

Option 1: Shared Domain (Recommended)

The fastest way to get started:

1. Enter your preferred prefix (e.g., acme-corp)
2. Click Check Availability to verify it's available
3. Click Enable Magic Inbox
4. Your email address is ready: acme-corp@adteco.app

Option 2: Custom Domain

Use your own domain for a professional appearance:

1. Enter your domain (e.g., inbox.yourcompany.com)
2. Click Set Up Custom Domain
3. Add the required DNS records to your domain registrar:

4. Click Verify Domain once records are propagated (usually 15-60 minutes)
5. Once verified, your email is active

Using Magic Inbox

Forwarding Invoices

Once enabled, vendors can send invoices directly to your Magic Inbox email, or you can forward invoices from your regular inbox.

Supported formats:

• PDF attachments
• Image attachments (PNG, JPG)
• Inline email content
• Multiple attachments per email

Reviewing Pending Documents

1. Go to Pending Documents in your dashboard
2. Documents from Magic Inbox show the source email and extracted data
3. For each document, you can:
   • View - See the original email and extracted information
   • Edit - Correct any extraction errors before approval
   • Approve - Convert to a vendor bill
   • Reject - Mark as rejected with a reason (spam, duplicate, etc.)

Extracted Information

Magic Inbox AI extracts:

Testing Your Setup

Send a Test Email

1. Go to Admin Settings > Magic Inbox
2. Click Send Test Email
3. A sample invoice will be sent to your Magic Inbox
4. Check Pending Documents to verify it arrived

This helps confirm your setup is working before sharing the email with vendors.

Security

Webhook Secret

When Magic Inbox is enabled, a webhook secret is generated for secure communication. This secret is shown only once when you first enable the feature.

To regenerate the secret:

1. Go to Admin Settings > Magic Inbox
2. Click Regenerate Secret
3. Copy and save the new secret immediately

Email Security

All incoming emails are scanned for:

• Spam detection
• Virus scanning
• SPF/DKIM/DMARC verification

Security results are stored with each document for audit purposes.

Pricing

Magic Inbox uses usage-based pricing:

What counts as a document?

• Each email received counts as one document
• Multiple attachments in one email = one document
• Rejected/spam emails are not charged

Viewing Usage

1. Go to Admin Settings > Magic Inbox
2. View your current billing period stats:
   • Documents Received
   • Converted to Bills
   • Estimated Monthly Cost

Billing History

Usage is billed monthly with your subscription. View detailed billing history in your Billing settings.

API Reference

Magic Inbox configuration can also be managed via API.

Get Configuration

GET /api/admin/magic-inbox/config
Authorization: Bearer <token>

Response:

{
  "enabled": true,
  "emailAddress": "acme@adteco.app",
  "emailType": "prefix",
  "prefix": "acme",
  "webhookUrl": "https://api.adteco.app/api/webhooks/magic-inbox",
  "createdAt": "2024-01-15T10:30:00Z",
  "updatedAt": "2024-01-15T10:30:00Z"
}

Enable Magic Inbox

POST /api/admin/magic-inbox/config
Authorization: Bearer <token>
Content-Type: application/json

{
  "emailType": "prefix",
  "prefix": "acme"
}

Or for custom domain:

{
  "emailType": "custom_domain",
  "customDomain": "inbox.yourcompany.com"
}

Check Prefix Availability

POST /api/admin/magic-inbox/check-prefix
Authorization: Bearer <token>
Content-Type: application/json

{
  "prefix": "acme"
}

Response:

{
  "available": true
}

Or if unavailable:

{
  "available": false,
  "suggestions": ["acme-corp", "acme-inc", "acme-co"]
}

Get Usage

GET /api/admin/magic-inbox/usage
Authorization: Bearer <token>

Response:

{
  "billingPeriodStart": "2024-01-01",
  "billingPeriodEnd": "2024-01-31",
  "documentsProcessed": 47,
  "documentsConverted": 42,
  "documentsRejected": 5,
  "unitPrice": "0.10",
  "totalAmount": "4.70",
  "isBilled": false
}

Disable Magic Inbox

DELETE /api/admin/magic-inbox/config
Authorization: Bearer <token>

Troubleshooting

Emails Not Arriving

1. Check spam folder - Ensure test emails aren't being filtered
2. Verify DNS records (custom domain) - Use dig or online tools to check MX records
3. Wait for propagation - DNS changes can take up to 48 hours
4. Check email address - Ensure vendors are using the correct address

Extraction Errors

If the AI extracts incorrect information:

1. Edit the document in Pending Documents before approval
2. Common issues include:
   • Unusual invoice formats
   • Handwritten amounts
   • Poor image quality

Custom Domain Verification Failed

1. Ensure both MX and TXT records are added
2. Check for typos in the record values
3. Verify records are on the correct subdomain
4. Wait for full DNS propagation and retry

Best Practices

1. Start with test emails - Verify everything works before telling vendors
2. Set up forwarding rules - Automatically forward invoices from your main inbox
3. Review regularly - Check Pending Documents daily to avoid delays
4. Train your vendors - Share your Magic Inbox email for direct submissions
5. Monitor usage - Keep an eye on document counts for budgeting

Next Steps

• Pending Documents - Learn about the review workflow
• Vendor Bills - API reference for vendor bills
• Admin Settings - Other admin configuration options