Integration Guide — AI Inbox, Multiple Subsidiaries

Developed by Phacet

How to connect your email inbox to your Phacet and activate results in your accounting system, Gmail, and team notifications.

This guide covers the technical setup for automating data flow in and out of the AI Inbox template. For what the template does and how to configure it, see the [AI Inbox — Multiple Subsidiaries template article].

Sending Emails to Your Phacet

Manual upload

Download the email attachment and copy the email metadata into Phacet directly. Suitable for testing or low volume (<10 emails/day). Not recommended as a permanent workflow.

Automated push (recommended)

Your automation tool monitors your email inbox and sends new emails with attachments to Phacet automatically. This is the recommended approach for any volume above a handful of emails per day.

Zapier setup

1. Create a new Zap

2. Trigger: "New Email Matching Search in Gmail"

   • Filter: emails with PDF attachments, or emails sent to a specific alias (e.g., [email protected])
   • Adjust the search filter to match your supplier email flow — too narrow and you'll miss documents, too broad and you'll process irrelevant emails

3. Action: Send to Phacet — map these email fields to the corresponding Phacet input columns:

   Email field	Phacet column
   PDF attachment	File
   Sender display name	Sender Name
   Sender email	Sender Address
   Subject line	Subject
   Body text	Body Content
   Received timestamp	Received At
   Attachment filename	Filename
   Email ID	Email ID
   Thread ID	Thread ID
   Email web link	Email Web Link

4. Deduplication: Add a filter step to skip emails already processed, using the Email ID as unique key. This prevents duplicate processing if your trigger fires on updated emails.

Make setup

The logic is identical to Zapier:

1. Trigger module: "Watch Emails" in Gmail (or Outlook equivalent)
   • Set the search criteria to match your supplier email flow
2. Action module: HTTP request to Phacet API — map the same fields from the table above
3. Deduplication: Use a filter module or the built-in "from date" parameter to skip already-processed emails

n8n setup

1. Trigger node: Gmail Trigger (or IMAP Email Trigger for non-Gmail)
   • Configure label or search filters matching your supplier flow
2. Action node: Send to Phacet using the Phacet node — map the same fields from the table above
3. Deduplication: Add an IF node checking Email ID against previously processed IDs, or use n8n's built-in deduplication

Activating Results in Your Systems

The agent's decisions become real through three activation patterns. Each needs its own automation recipe.

1. Forward to accounting system

Route validated documents to the right entity's accounting system automatically.

When to use: You configured accounting system routing (Phase 3 in the template setup guide) and want validated documents to flow to Pennylane or your ERP without manual forwarding.

Key details:

• The outbound email must attach the original PDF, not a Phacet summary or extracted text
• The destination email is the per-entity supplier email you configured in Phase 3 — Phacet outputs this in the "Pennylane Email" column
• Only SAFE items with an identified subsidiary should be routed — the filter prevents unscreened or unmatched documents from entering your accounting system

2. Apply Gmail labels

Organize processed emails in Gmail automatically by entity and document type.

When to use: You configured Gmail labels (Phase 4 in the template setup guide) and want your inbox organized without manual filing.

Key details:

• This recipe uses the Email ID from Phacet's output to identify which email to label in Gmail — it applies labels to the original email, not to a new message
• Phacet outputs two label columns: "Label Target Company" (entity label ID) and "Label Document Type" (document type label ID)
• No filter needed — every processed email gets labeled regardless of fraud status or match outcome
  

3. Notify on exceptions

Alert your team when items need human attention.

When to use: Always. This is the mechanism that surfaces flagged and suspicious items to the right people.

Key details:

• Include in the notification: supplier name, document type, fraud status, and a direct link to the item in Phacet Review
• Route SUSPICIOUS items to a security-aware team member or channel — these need evaluation, not just filing
• "To Review" items can go to the general finance team — these are ambiguous classifications or unmatched entities, not security concerns

Integration Troubleshooting