Configuring Gmail and Outlook Settings

DocStreamAI watches a Gmail or Outlook inbox to detect invoices, receipts, and credit memos as they arrive. Both providers are supported, and the settings below are the same for each. The connection is per user — each person whose inbox should be monitored connects their own account. This guide covers connecting an inbox inside a client's workspace and choosing the settings that matter most.

Who connects the inbox

Inboxes are connected per user, not once per organization. In a typical client setup:

• The owner connects the inbox where vendor invoices and receipts arrive.
• Any staff who also receive documents connect their own inboxes.
• You, the accountant, can connect your own Gmail or Outlook inbox inside the workspace if documents come to you directly.

One person's connection only covers their inbox. If invoices land in more than one mailbox, each of those mailboxes needs its own connection. A client can be on Gmail while another is on Outlook, and a single workspace can mix both.

Step 1 — Connect Gmail or Outlook

1. Enter the client workspace and open Integrations in the sidebar.
2. On the Gmail or Outlook card, click Connect.
3. A settings panel opens — set your preferences before connecting (see below).
4. Click Continue to Connect.
5. Authorize with Google or Microsoft, selecting the inbox that receives the invoices and receipts.
6. You're returned to DocStreamAI and monitoring begins automatically. The card now shows Connected.

DocStreamAI reads incoming email to find financial documents and mark them in the mailbox. It does not send email, delete email, or access drafts.

Step 2 — Settings to configure before connecting

These settings are identical on the Gmail and Outlook cards.

Email visibility

Controls who in the workspace can read the email body text attached to each document. Choose the level that fits the client's privacy expectations:

• Only me — only the person who connected the inbox.
• Only me + admins
• Only me + admins + accountants (default) — recommended for accountant-managed workspaces, so you can see the context behind each document.
• Everyone — all members.

Block automated senders

When on, filters out no-reply, newsletter, and notification addresses.

• Turn on to cut noise if the inbox gets a lot of automated mail.
• Leave off if the client receives legitimate invoices from no-reply addresses (common with SaaS vendors), so those aren't skipped.

Email filtering lists

Permanently ignore specific senders or domains. Use these to silence known non-relevant senders — marketing domains, subscription notices, and the like — for invoices and receipts separately.

Step 3 — Gmail labels and Outlook categories

After an email is processed, DocStreamAI marks it in the mailbox so the client can see what was picked up. In Gmail this is a color-coded label; in Outlook it is a category. The names are the same on both:

These markers are informational only — they don't affect processing. The client can rename or remove them in Gmail or Outlook; DocStreamAI recreates a missing one the next time a matching email arrives.

Reconnecting and disconnecting

• Connection expired: Google and Microsoft access tokens expire periodically. Open the card's settings and click Reconnect, then re-authorize.
• Disconnect: Open the settings and click Disconnect. Monitoring stops immediately; previously processed documents remain in DocStreamAI.

Troubleshooting

• Nothing is being processed: Confirm the Gmail or Outlook card shows Connected, check the client's spam or junk folder, and make sure the sender isn't on an ignore list.
• Only some emails come through: Block automated senders may be filtering legitimate invoices from no-reply addresses — turn it off and reconnect.
• Wrong inbox connected: Disconnect and reconnect with the correct Google or Microsoft account.