How does the Mailbox decide where a document goes?¶

When a document reaches your Mailbox, myaccountant works out which workflow it belongs to: one of your Business receipts, Rideshare or Rental receipts workflows. A wrong guess would post to the wrong books, so if it is not sure, it leaves the document under To allocate for you to choose.

How it decides¶

myaccountant checks these in order and stops at the first clear answer. Most of the checks use the email's subject.

Order	What it looks for	Shown in Document details
1	A workflow's subject tag, such as `#thompson`	Matched by tag
2	An ABN that belongs to one of your businesses	Matched by ABN
3	A business name, or a rental property's address	Matched by business name or Matched by property
4	You have only one workflow	Your only workflow
5	AI reads the email and the document	Chosen by AI

Select any row on the Mailbox tab to open Document details. Routing shows which check placed it.

Subject tags¶

A tag is the surest way to send a document to the right place. Type the tag anywhere in the subject, for example Fwd: Invoice 4471 #thompson. Capital letters don't matter.

A tag must contain at least one letter. #4471 is read as an invoice number, not a tag.
If the subject has a tag made only of letters that matches none of your workflows, or is a typo of one of your tags, nothing else is tried. The document waits under To allocate with a note such as No workflow has the tag #thomson.
A tag that mixes letters and numbers and looks like none of your tags, such as #inv4471, is treated as a reference number. The note says #inv4471 looks like a reference number, not a tag. and the other checks carry on.
If the tag belongs to a paused workflow, the document waits, and the note says the workflow is paused or can't receive documents.
If the subject has tags for two workflows, AI chooses between those two. If it isn't sure, the document waits for you.

ABN, business name and property address¶

ABN: an 11-digit ABN in the subject, with or without spaces, that belongs to one of your businesses.
Business name: the subject needs to name the business clearly. A single word that happens to match, such as "Sydney" in "Sydney Water bill", is only a hint.
Property address: the subject names one of your rental properties. If you only have rental workflows, or the subject says it is a rent statement, the email text is checked too.

If a business has more than one workflow, such as Business receipts and Rideshare, words in the subject decide between them. "Receipt", "invoice" or "bill" means business receipts. "Rideshare", or Uber, DiDi, Ola or DoorDash with a word like "statement", "summary" or "earnings", means rideshare. "Rent", "rental", "tenancy" or "strata" means a rental statement.

Only one workflow¶

If you have just one workflow, documents go to it. The exception is a subject that sounds like a different kind of document. That goes to the AI check.

AI¶

If the checks above don't settle it, AI looks at the subject, the sender, the email text and the document. It only places the document if it is at least 85% sure. Otherwise the document waits under To allocate, and the note ends with its best guess, for example Suggested: Thompson Consulting (72%).

Set up and change tags¶

Tags live on the Workflows and subject tags card on the Mailbox tab. This is the only place to change them.

Step 1. Next to the workflow, select Edit, or Add tag if it shows No tag yet.

Step 2. Type the tag. You can type the # or leave it off.

Step 3. Select Save. You see Tag saved.

A tag must be 2–24 characters: lowercase letters, numbers and dashes, with at least one letter. It can't start or end with a dash. Each tag can only be used once across your workflows. If it is taken, you see That tag is already used by another of your workflows.

Allocate a document yourself¶

Step 1. On the Mailbox tab, select the To allocate filter.

Step 2. Open the row's More actions menu and select Allocate. Any note about why it wasn't placed is shown at the top.

Step 3. Choose the Workflow type: Business receipts, Rideshare or Property statements.

Step 4. Choose the Workflow. Its tag is shown next to its name. A business whose plan doesn't include workflows is greyed out with This business's plan doesn't include workflows.

Step 5. Select Allocate. The button reads Processing… this can take up to a minute while it works. When it works, you see Document processed. Review it in the workflow. If it fails, the message gives the reason.

Re-allocate a document¶

If a document went to the wrong workflow, or failed, you can send it somewhere else. Open the row's More actions menu and select Re-allocate, then follow the same steps.

Any unposted results from the first attempt are removed. A document whose result has already been posted can't be re-allocated. You see A run from this document has been posted. Unpost the run first, then try again.

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