AI Inbox Overview

Every email that reaches the Inbox is analyzed by AI: it's classified by type, PDFs and images in attachments are read (including product artwork, to match line items to your SKUs), and Ventorie builds a proposal — the set of records it would create or update. Nothing is created until you approve. The Inbox is also where outbound follow-ups (payment inquiries, freight nudges) are tracked under Awaiting replies. You can reply without leaving Ventorie: open any email and click Reply. To and CC prefill like a Gmail Reply All (minus your own mailboxes), the original message is quoted underneath, and the reply sends from the connected mailbox that owns the thread — so it lands in the vendor's existing conversation and your Sent folder. If the email is attached to a case, the case flips to "Waiting on vendor" automatically.

Two ways: 1. Connected mailboxes (Gmail or Outlook/Microsoft 365) — mark an email with the watch label (Gmail) or watch category (Outlook), default "Ventorie", and it appears within about a minute. You can connect any number of mailboxes, including shared ones like ap@ or orders@. 2. The forward address — every business gets a unique address like yourbrand-1234@in.ventorie.com. Forward from any mailbox, or give it to vendors to CC directly. The same email arriving via several mailboxes shows up once.

Each analyzed email gets a type chip: • New PO — a buyer's purchase order sent to you. • Vendor invoice — a bill from a supplier. • PO confirmation — a vendor confirming your order. • Sales order — an order to fulfill. • Shipment notice — a packing list / manifest for inbound stock. • Freight quote — a pickup or shipping quote to approve. • Sales receipt — a payment-processor payout or remittance. • Invoice payment — a customer paying (or disputing) an invoice. • PO price change — a supplier counter-offering pricing on your order (see "Choosing between options"). • Other — everything else; still filable manually.

• New — emails waiting for you (proposals to review, or emails to file/dismiss). • Filed — emails linked to records (manually or via an approved proposal). • Dismissed — emails you've set aside; reopen any time. Use Check now to sweep the mailboxes immediately instead of waiting for the next poll. Delete & re-sync removes an email so a still-labeled copy re-syncs fresh; forwarded emails delete permanently.

Depending on the email: purchase orders, vendor invoices, sales orders, shipments with manifests (ready for one-click WRO creation), QuickBooks sales receipts, recorded payments, and filed documents — often several at once, each with its own checkbox. See "Reviewing and Approving Proposals".