# Receiving documents by email

URL: https://docs.clatri.com/en/email/

> How to forward bank statements, invoices and other documents to Clatri by email, with automatic Gmail and Outlook forwarding and password-protected PDFs.

Important documents land in your inbox all the time: your bank **statement**, a **lab result**, an **invoice**, an insurance **policy**, a payment **receipt**. Instead of downloading them and uploading them by hand, you can **forward them to Clatri** and the agent reads, understands and files them for you.

Each of your profiles in Clatri has its own **inbound email address**. You forward any document there and, depending on what it is, the agent processes it: a bank statement goes to the [statement importer](https://docs.clatri.com/en/finance/statements/), a health document is filed in your medical history, an invoice is recorded as an expense. You just forward; Clatri does the rest.

## How it works

1. **Find your address** in Settings → **Connections** → **Email**. Each profile (personal, business, project) has its own, so the document lands in the right entity.
2. **Forward the email** with the attached document to that address: by hand or with **automatic forwarding** (below, for Gmail and Outlook).
3. **The agent processes it.** It appears in your chat as an email card with the sender, subject and attachment. If it's a statement, it opens the import flow; if it's another document, it records or summarizes it.
4. **You approve.** As with any document, the agent shows you what it understood before saving anything.

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    tiles={[
      {icon: 'at', title: 'Email', subtitle: 'Your Clatri address, document passwords and received emails', num: 1},
      {icon: 'shortcuts', title: 'Create shortcut', subtitle: 'Log Apple Pay payments, texts and notifications with Shortcuts'},
      {icon: 'key', title: 'Clatri MCP', subtitle: 'Connect your AI assistant'},
    ]}

    steps={[
      {title: 'Verify your Gmail or Outlook', body: "It's the account that will forward. Add it with + and enter the 6-digit code."},
      {title: 'Authorize your Clatri address', body: "In your email's forwarding settings, add this profile's address and confirm it."},
      {title: 'Create a filter', body: 'Forward only what matters, like emails from your bank, and it arrives on its own.'},
    ]}

    title="Your emails"
    subtitle="Add and verify the email accounts you forward from, so Clatri knows they're yours."
    accounts={[
      {address: 'your.name@gmail.com', status: 'Verified', verified: true},
      {address: 'work@company.example', status: 'Not verified', verified: false, verify: 'Verify', num: 4},
    ]}

(1) The entry in Settings.
(2) Your address; tap it or use the copy button.
(3) **+** adds an account you'll forward from.
(4) An unverified account can't send documents yet: tap **Verify** and enter the 6-digit code you receive.

This is what a forwarded email looks like in the chat:

## Your address and why it's safe

The address is unique per profile and **only accepts email from accounts you've verified**. Even if someone guessed your address, they couldn't push documents into your account: the email is only processed if one of **your** verified accounts sends (or forwards) it.

So before forwarding, add your email with **+** on the screen above. Clatri sends a 6-digit code to that account; you enter it once and it's authorized. You can verify several (your personal Gmail, your work one…).

:::tip
With **automatic forwarding**, the one forwarding is your Gmail or Outlook account. **That** account is the one that must be verified in Clatri, even though the original email comes from the bank.
:::

:::info On iPhone?
You can also send emails to Clatri without forwarding them, with a Mail automation and the **Record transaction from email** action. See [Apple Shortcuts](https://docs.clatri.com/en/apple-shortcuts/).
:::

## Password-protected documents

Many statements arrive as **password-protected PDFs**. Clatri tries to open them using your national ID and passwords available in Settings → Connections → Email → **Document passwords**. Saved passwords are stored encrypted.

If none works, you can provide the password in chat to open that document. If you also want to reuse it for future documents, ask explicitly, for example: “Save this password for my next statements.” Providing it to open a file does not mean asking to save it for future use.

Passwords are excluded from semantic memory; that does not mean the original message containing them is deleted from chat. A saved PDF password also does not replace the key that unlocks your encrypted data: if that key is only available on your unlocked device, some background operations, including [Schedules](https://docs.clatri.com/en/schedules/), may be unable to access the document.

A download, reading, or extraction failure does not always mean the password is wrong. Ask to retry with the existing document; upload it again only if it is no longer available.

## Automatic forwarding from Gmail

The most convenient setup is for Gmail to send **only** the emails you care about (your bank's, your health provider's…) to Clatri, automatically. It takes two parts: authorize the address and create a filter. Do it in **Gmail on a computer**: the phone app doesn't have these options.

### 1. Authorize your Clatri address

Click the settings gear, then **See all settings**:

Open the **Forwarding and POP/IMAP** tab and click **Add a forwarding address**:

    title="Settings"
    tabs={['General', 'Labels', 'Inbox', 'Accounts and Import', 'Filters and Blocked Addresses', 'Forwarding and POP/IMAP', 'Add-ons', 'Chat and Meet', 'Advanced', 'Offline', 'Themes']}
    active={5}>

Paste your Clatri address and click **Next**:

    title="Add a forwarding address"
    label="Please enter a new forwarding email address:"
    value="a1b2c3d4@inbox.clatri.com"
    cancel="Cancel"
    next="Next"
    num={1}

Gmail sends a **confirmation email** to that address. Since the Clatri address has no inbox, **Clatri forwards that confirmation to your own email**: open it and click **Confirm forwarding** (or copy the code it contains and paste it in this same Gmail tab).

:::note Keep "Disable forwarding" selected
That way Gmail doesn't send all your mail, only what the filter in the next step picks. Forwarding **everything** isn't recommended.
:::

### 2. Forward only what you care about (filter)

In the search bar, open the search options (the settings icon on the right). In **From**, type your bank's senders separated by `OR`, and click **Create filter**:

    rows={[
      {label: 'From', value: 'extractosbancolombia@extractos.documentosbancolombia.com OR nu@nu.com.co', num: 1},
      {label: 'To'},
      {label: 'Subject'},
      {label: 'Has the words', value: 'statement', num: 2},
      {label: "Doesn't have"},
    ]}
    attachments="Has attachment"
    create={{label: 'Create filter', num: 3, highlight: true}}
    search="Search"

(1) Your banks' senders, exactly as they appear on their emails. In the example, Bancolombia's and Nu's.
(2) Optional: if the bank also sends promotions, limit the filter to emails that say, for example, "statement".
(3) **Create filter** takes you to the second step.

Check **Forward it to**, choose your Clatri address and click **Create filter**:

    back="When a message is an exact match for your search criteria:"
    rows={[
      {label: 'Skip the Inbox (Archive it)', faded: true},
      {label: 'Mark as read', faded: true},
      {label: 'Forward it to:', checked: true, select: 'a1b2c3d4@inbox.clatri.com', num: 1},
      {label: 'Delete it', faded: true},
    ]}
    create={{label: 'Create filter', num: 2, highlight: true}}

Done: every time an email from that bank arrives, Gmail sends it to Clatri and it shows up in your chat. The filter stays in **Settings → Filters and Blocked Addresses**, where you can edit it to add more senders.

## Automatic forwarding from Outlook

In **Outlook.com** (`@outlook.com`, `@hotmail.com`, `@live.com` accounts):

1. Go to **⚙️ Settings → Mail → Rules → "Add new rule"**.
2. Give it a name (for example "Statements to Clatri").
3. **Condition:** "From" → your bank's email (for example, `extractosbancolombia@extractos.documentosbancolombia.com`).
4. **Action:** "Forward to" → your Clatri address.
5. **Save.**

If you use **work Outlook (Microsoft 365)**, the path is similar: **Settings → Mail → Rules**, or ask whoever administers your email to create the forwarding rule, since some organizations block external forwarding.

:::tip
Just like in Gmail, the Outlook account you forward from must be **verified** in Clatri (Settings → Connections → Email → *Your emails*).
:::

## What to do when something goes wrong

- **The email arrived but wasn't processed** → check Settings → Connections → Email → *Received emails*. If it says **"Unmatched"**, the account that forwarded it isn't verified: add it and forward again. If it says **"Needs password"**, the PDF is protected and no saved password opened it — the agent asks you for it in the chat.
- **You forwarded from a new account and it didn't come in** → verify it first in *Your emails*. For security, Clatri ignores email from unverified senders.
- **The statement came in but the agent misread a transaction** → fix it in the import flow before approving, just like any [statement](https://docs.clatri.com/en/finance/statements/).
- **You can't find the Gmail confirmation** → Clatri forwards it to your own inbox with a button to confirm; look for it in your mailbox (subject "Confirm forwarding your mail to Clatri").
- **The filter doesn't forward** → check that the address from step 1 was confirmed (the forwarding tab should no longer ask for verification) and that the filter's sender matches the bank's exactly.