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Supplier Bills from E-mail, Sorted by What to Do

Supplier Bills from E-mail, Sorted by What to Do

Pay now. Already paid. Needs a look.

Your supplier bills arrive by e-mail, mixed with newsletters, receipts and reminders. Synergy reads the mailbox, finds the bills, and puts each one in the right place: pay now, already paid, or needs a look.

Bills from E-mail: Supplier Bills Sorted by What to Do▶

Illustrated screens. The company, suppliers and e-mails in the demo are made up.

The problem

  • Bills come as e-mails, links and PDF attachments, and one bill can arrive as several e-mails.
  • “Due” in a reminder does not mean you still owe it. Many suppliers charge your card automatically.
  • Forwarded e-mails hide who the real supplier is.
  • Someone has to open every mail to find out what is unpaid.

How it works

1. Connect your mailboxClick Connect and sign in to your Outlook or Hotmail mailbox. Synergy only gets permission to read.
2. Synergy sorts the billsIt reads the e-mails and PDF bills, joins the e-mails that belong to the same bill, and puts each bill in a group: To pay, Paid or charged automatically, or Needs a look.
3. You decideConfirm how each supplier is normally paid once, and Synergy remembers it. The list you need to act on gets shorter every time.

What you see

To payBills still waiting for you, with supplier, amount and due date, and the late ones shown first.
Paid or charged automaticallySo you stop chasing bills that are already settled.
Needs a lookAnything Synergy is not sure about, so a person decides.
  • Warnings: a supplier’s bank account has changed, or an amount is unusual for that supplier.
  • Is it in Synergy? Synergy checks your records by invoice number, and by amount and date. It tells you if the bill may already be entered, so you do not enter it twice.
  • Today’s summary: the bills due appear on your Synergy dashboard and in the daily briefing.

Safe by design

  • It only reads. Synergy never pays a bill, enters a bill for you, replies to a mail, deletes a mail or marks a mail as read.
  • You stay in charge. When Synergy prepares a draft entry from a bill, you check it and press Save.
  • Your own mailbox, your own data. You connect it yourself and can disconnect it any time.

Optional: tell the AI what to do with a bill

Each bill has a box where you type a short instruction in your own words, for example “Paid by the boss from his own pocket” or “Always pay this supplier by bank transfer”. The AI turns it into a clear choice, shows you what it understood, and applies it to this bill or to all bills from that supplier.

This part uses your company’s own AI account. The sorting, the warnings and the “Is it in Synergy?” check work without any AI account.

Who it is for

  • Small companies where the owner or one person opens the mailbox to find the bills.
  • Accounts staff who enter supplier bills and want a short list of what is really unpaid.
  • Anyone who has paid a bill twice, or missed one because it was buried in the mailbox.

Works with the rest of Synergy

Bills from E-mail sits beside AI Document Scan, which turns a supplier invoice into a draft entry for you to check, and Claude or ChatGPT connected to Synergy, which lets you ask about your business in your own words.

Frequently asked questions

Does Synergy pay my bills?

No. It only reads the mailbox and shows you what to do. You pay the bill the way you usually do.

Can it change or delete my e-mails?

No. It only reads. It never deletes, replies to or marks mail as read.

Do I need an AI account?

Not for sorting the bills, the warnings, or checking whether a bill is already in Synergy. The “tell the AI” box and the AI-prepared drafts use your company’s own AI account.

Which mailboxes can I connect?

Outlook and Hotmail mailboxes. Please message us on WhatsApp if you use something else.

Is every bill always sorted correctly?

Synergy shows what it is not sure about under “Needs a look” so that a person decides. You can always correct a bill, and it remembers your choice for that supplier.

Will it enter the bill into my accounts by itself?

No. It can prepare a draft entry for you to check and press Save.

Where do I start?

Message us on WhatsApp at 012-530 0800 and we will show you with your own mailbox.

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