Forward a bill to your KhataPilot address, connect Gmail or IMAP, or drop the files in. Every attachment is read by AI and lined up for review.
WHAT COMES IN BY EMAIL
Suppliers' invoices, card and bank statements, forwarded receipts - whatever lands in the mailbox is read the same way an upload is.
One address per workspace. Forward bills to it or ask suppliers to send them there. Rotate it any time.
Connect Gmail with read-only access, or an IMAP mailbox with an app password encrypted before storage.
Bank and card statements sent by email are read into transactions and matched against your books.
Vendor, GSTIN, invoice number, line items and GST are read from each bill for you to check and confirm.
A bill you already hold is set aside, and one that only looks similar is flagged as a possible duplicate.
Your latest messages, forwarded or scanned, and what became of each. Anything not filed says why.
SEE IT IN ACTION
HOW IT WORKS
Every workspace gets its own intake address. Forward a bill to it, or give it to the suppliers who bill you.
Share the address once; every forward lands in review.
Sign in with Google or add any IMAP mailbox. Access is read-only and limited to bills; an owner approves it first.
Gmail or any IMAP mailbox. An owner approves it before the first scan.
The first scan looks back 90 days and picks out mail with bills or statements attached. Mail without attachments is skipped.
Mail without attachments is skipped.
Only mail from your allowed list is read. A new sender confirms their address with a one-time link; an owner or admin approves.
The sender clicks a one-time link; an owner or admin approves.
Each attachment is read by AI and waits in Needs review, with possible duplicates flagged before anything reaches your books.
Every email bill waits here until you check it.
YOUR OWN ADDRESS
Every workspace gets its own intake address. Put it on your supplier forms, or forward a bill to it yourself - the attachment is read, the sender is checked, and the bill waits in review.
OR CONNECT YOUR MAILBOX
Connect the mailbox bills already come to. An owner approves the connection, then the first scan goes through the last 90 days and picks out mail with bills or statements attached. Mail without attachments is skipped.
SENDERS, DUPLICATES AND THE LOG
Mail only counts when its sender is on your list. Duplicates are flagged before they reach your books, and the recent-email log shows what arrived, what was filed and what was held.
TWO GATES, IN ORDER
Anyone can put any address on an email, so receiving mail grants nothing. A forwarded bill is filed only when its sender is approved and the message shows it really came from them.
GOOD QUESTIONS. CLEAR ANSWERS.
A few things to know before you start.
See all featuresNo. Connect a Gmail or IMAP mailbox and KhataPilot checks its inbox about every 15 minutes for mail with attachments. The first pass looks back 90 days. Our team approves each new mailbox before anything is read.
It is held, not filed, and the Recent email log says why. Add the sender: once they click our link and our team approves them, held mail that shows it really came from them is filed. Held mail is deleted after 90 days.
PDFs, photos, and CSV, Excel (.xlsx), OFX or QIF statement files. Up to 10 per email, 15 MB each and 30 MB in total. A bigger forwarded email is bounced back, so split large files across emails. Only attachments are read, not the email body.
No. Gmail is connected with read-only access and IMAP folders are opened read-only, so nothing is sent, moved or marked as read. Disconnect any time and the stored credential is deleted.
Gmail through Google sign-in, or any mailbox over IMAP. Access is read-only and limited to bills; an owner or admin approves the connection before the first scan.
It is held, not filed. Add the sender to your allowed list - they confirm the address with a one-time link - and the held mail is filed once an owner or admin approves.
LESS PAPERWORK. MORE POSSIBILITY.
See what your everyday bills can become.
Try KhataPilot Request access for your business.