Email integration lets Adaptive scan a connected inbox, identify bills, expenses, and related communication, and link imported emails to the right transactions. Use it to reduce manual entry and keep source emails available from Adaptive.
1. Open Email Integration
To open email integration:
Go to Settings.
Click Email integration.
If an email account is already connected, the page shows two tabs:
Processing log
Settings
If no account is connected yet, Adaptive opens the connection setup.
2. Understand Account Types
Adaptive supports two account types.
Shared email account:
Use this for a team inbox, such as an accounting or payables inbox. Adaptive scans the inbox and pulls in bills, expenses, and related communication for the company.
Individual email account:
Use this for a personal work inbox. Adaptive scans emails sent directly to that user and links the connection to that user's profile.
Important: Bills and expenses created from either account type are visible in Adaptive based on your normal company permissions. The account type controls which inbox is connected and who can manage or view the email processing connection.
3. Connect a Shared Email Account
To connect a shared account:
Go to Email integration.
In Shared email account, click Connect.
Choose the email provider.
Follow the authentication prompts.
Adaptive supports:
Gmail
Outlook
After the account is connected, Adaptive can start syncing and processing messages from that inbox.
4. Connect an Individual Email Account
To connect an individual account:
Go to Email integration.
In Individual email account, click Connect.
Choose Gmail or Outlook.
Follow the authentication prompts.
This connection is linked to your user profile and processes emails sent specifically to you.
Note: You may need permission to manage personal or shared email accounts. If you cannot connect an account, contact an admin.
5. Manage Connected Accounts
After an account is connected, Adaptive shows the connected email address in Settings.
Available actions can include:
Sync account: Manually starts an email sync.
Delete account: Disconnects the email account from Adaptive.
Reconnect: Reauthorizes an account if the connection is lost.
If a connection is interrupted, Adaptive shows a Connection lost message and prompts you to reconnect.
6. Review the Processing Log
Use the Processing log tab to review synced email messages.
The table includes:
Date
From
To
Subject
Attachments
Transactions
Use Search or filters to find specific messages. You can filter by Email account and whether the email Has associated transactions.
Click an email row to open the email thread.
7. View Email Details
When you open an email thread, Adaptive shows the message details, including:
Sender
Recipient
Date and time
Email body
Attachments
Associated transactions
If Adaptive linked the email to a bill or expense, the transaction appears under Associated transactions. Click the transaction link to open it in Adaptive.
If no transaction is linked, the thread shows Associated Transactions: None.
8. Find Emails from Bills and Expenses
When Adaptive creates a bill or expense from a linked email, the transaction activity shows an entry like Created from linked email with the connected email address.
From the transaction, you can use View email where available to review the source email and attachments.
9. Troubleshoot Connection Issues
If email syncing stops:
Go to Email integration.
Open Settings.
Look for any account marked Disconnected.
Click Reconnect.
Follow the authentication prompts.
If you see a connection error saying the email is associated with another Adaptive account, use Connect a different shared email or contact support before trying again.
If you have questions that aren’t answered in our Knowledge Base, please reach out to us at [email protected].