Email Attachment Filing
Email filing that takes attachments off designated mailboxes and saves each one to the right job or client.
Paperwork stays buried in email threads
Supplier invoices, permits and insurance certificates arrive as attachments in one person's inbox. They stay there until someone forwards them, downloads them or remembers to look. A filing system watches the chosen mailboxes and opens each attachment. It reads the sender and the page to find the matching job or client, then saves the file there under the naming rule. Mail with no clear match goes to a review list. The system never replies to or forwards a message on its own.
What's included
- 01
Mailbox watching
the inboxes and shared addresses named, checked through the day, with the rest of the mail untouched.
- 02
Attachment capture
invoices, permits, certificates, drawings and signed forms pulled from each message.
- 03
Job and client matching
sender, subject and page contents compared with the job and client lists.
- 04
Naming and filing
each file saved to the right folder under the naming rule.
- 05
Message labels
filed emails marked in the inbox, so staff can see what was handled.
- 06
Filing log
the sender, date, destination and reason for each match recorded.
- 07
Review list
attachments with no clear match wait for a person, with the email beside them.
- 08
Off switch
staff can pause filing at any time, and mail stays in the inbox as it was.
How it works
- 01
Inbox review
A look at which mailboxes receive paperwork, what arrives and where each type belongs settles the matching rules.
- 02
Setup
The named mailboxes and the storage are connected, and the naming and matching rules are written.
- 03
Supervised test
The system files attachments from live mail while a person checks every placement, and nothing files alone until the team is satisfied.
- 04
Launch and support
Filing goes live on the client's sign-off, with matches monitored, rules tuned and a monthly report.
Industries
Industries served
Home Services & Trades
Calls, estimates, dispatch, paperwork and invoicing for roofing, HVAC, plumbing, electrical and field service companies.
Construction & Contracting
Contract checks, progress billing, job costing and document control for general contractors and specialty subcontractors.
Frequently asked questions
Can it read mail in the office email accounts?
It connects to the mailboxes named and reads only those. The client's team grants the access and can remove it at any time. The connection is confirmed with the email provider before anything is built.
Do suppliers have to change how they send paperwork?
No. Suppliers, inspectors and customers keep emailing the way they do now. The system works from what arrives in the inbox, so nobody outside the office needs to know it is there.
What happens when the same invoice arrives twice?
The system compares each attachment with what is already filed. It files one copy and puts the repeat on the review list. A person decides whether it is a true duplicate or a revised version.
Does it ever reply to or move email?
No. It reads each message, files the attachment and adds a label. It sends nothing and deletes nothing. Every filing action appears in a log the office can read, so the work can be checked.