Automated Document Acquisition from Email
Data Alchemy runs automated document acquisition from email: it connects your Google Workspace and Microsoft 365 mailboxes, pulls invoices, delivery notes, orders and price lists received as attachments on its own, discards spam and signatures, extracts the data with AI and posts it into your ERP. An end-to-end flow with no manual forwarding, no PDF downloads, 99.8% accuracy in 3 seconds per document.
What automated email document acquisition is
Automated email document acquisition is the process that pulls business documents straight from email, without anyone having to open the inbox, save the attachments and upload them by hand. Most documents — supplier invoices, delivery notes, order confirmations, price lists — still arrive by email as PDF or XML attachments. Data Alchemy connects natively to Google Workspace (Gmail) and Microsoft 365 (Outlook/Exchange), monitors dedicated mailboxes (e.g. invoices@, orders@, dn@), recognises which emails contain real documents and pulls their attachments. From there the flow continues on its own: an LLM dedicated to each document model — today Claude AI, which outperformed GPT, Gemma and DeepSeek in our tests — extracts the header and line items, validates the data against master data and writes it into SAP, Zucchetti or TeamSystem. The team no longer downloads attachments or forwards emails to the ERP: it only handles exceptions.
Which emails and documents it acquires automatically
Data Alchemy connects to your business mailboxes and tells useful documents apart from the rest of the mail, pulling only what the ERP needs.
Mailboxes and providers
- Google Workspace (Gmail) native via OAuth
- Microsoft 365 (Outlook / Exchange Online)
- Dedicated mailboxes: invoices@, orders@, dn@
- Multiple mailboxes and domains for group companies
Document types
- Supplier invoices (PDF, XML, FatturaPA)
- Delivery notes and shipping documents
- Order confirmations and acknowledgements
- Price lists, contracts and quotes
Attachment formats
- Native PDFs and scanned PDFs (OCR)
- XML and FatturaPA
- Images (JPG, PNG) and digital faxes
- Multiple attachments and compressed archives
Smart filters
- Automatic discard of spam and newsletters
- Exclusion of signatures, logos and disclaimers
- Recognition of documents in the email body
- Deduplication of re-sent emails
Email document acquisition in 5 steps
From the inbox to posting in the ERP, Data Alchemy automates the whole flow with no manual forwarding and no attachment downloads.
1. Connect the mailbox
You securely connect your Google Workspace or Microsoft 365 mailboxes via OAuth. No client to install: you choose which addresses to monitor (e.g. invoices@, orders@).
2. Monitoring and pulling
The platform watches the incoming mail, recognises the emails that contain real documents and pulls their attachments, discarding spam, newsletters, signatures and irrelevant files.
3. Data extraction
A dedicated LLM reads the header and line items and extracts supplier, amounts, VAT, items, quantities and prices from PDF, XML and FatturaPA, with no per-sender template.
4. Master-data validation
The extracted data is compared in real time with ERP master data — suppliers, items, price lists — and every deviation or duplicate becomes a flagged exception.
5. Posting into the ERP
Compliant documents are posted into SAP, Zucchetti or TeamSystem; anomalous ones stay in review. The source email remains tracked as an attachment of the document.
Everything you need for email document acquisition
Native Google and Microsoft connectors
Direct connection to Gmail (Google Workspace) and Outlook/Exchange (Microsoft 365) via OAuth: no manual forwarding, no IMAP mailbox to configure by hand.
Multi-mailbox monitoring
Monitors different mailboxes and domains in parallel — invoices@, orders@, dn@ — even across multiple group companies, routing each document to the right flow.
Real-document recognition
The AI tells emails with documents apart from spam, newsletters and signatures, and recognises the document both as an attachment and in the message body, with no rules to maintain.
Built-in extraction and validation
Acquisition does not stop at pulling: attachments are immediately extracted, validated against master data and posted into the ERP, in a single end-to-end flow.
Deduplication and traceability
Re-sent emails are deduplicated and every document keeps the reference to its source message, sender and date, for audit and controlling.
Pay-per-use, no subscription
You pay per use, from €0.50/document to €0.35/document, with no monthly fee and no minimum commitment: you pay only for the documents the AI acquires and processes.
The ROI of automated email acquisition
Removing the manual pulling of attachments eliminates a repetitive task and shortens the time between a document arriving and being posted. Here is the typical impact our customers measure.
attachments downloaded and forwarded by hand by the team
accuracy in extracting data from acquired documents
per document, from pulling it off the inbox to posting
mailbox monitoring, even after hours and at weekends
Solutions related to email acquisition
Invoice data extraction
AI reading of header and line items from PDF, XML and FatturaPA, with duplicate checks and master-data validation.
Learn more →AdministrationSupplier invoice automation
The solution built for the finance team: post invoices and entries with no re-keying, validated against the ERP.
Learn more →Anomaly detectionAnomaly and fraud control
Comparison of documents against ERP master data to flag duplicates, off-contract prices and suspicious IBANs.
Learn more →Frequently asked questions about email document acquisition
What is automated email document acquisition?
It is the process that pulls business documents — invoices, delivery notes, orders, price lists — straight from email, without anyone having to open the inbox, save the attachments and upload them by hand. Data Alchemy connects to Google Workspace and Microsoft 365, recognises the emails that contain real documents, extracts their data with AI and posts it into the ERP.
Which email providers does it integrate with?
Data Alchemy connects natively to Google Workspace (Gmail) and Microsoft 365 (Outlook / Exchange Online) through OAuth, with no local client to install. You can monitor multiple mailboxes and domains at once — for example invoices@, orders@, dn@ — even across several group companies.
How does it tell documents apart from spam and normal emails?
The AI analyses every incoming email and recognises which ones contain real documents, discarding spam, newsletters, signatures, logos and disclaimers. It recognises the document both as an attachment (PDF, XML, FatturaPA, images) and within the message body, and deduplicates re-sent emails, so only what is needed reaches the ERP.
Do the acquired documents go straight into the ERP?
Yes. Email acquisition is only the first step of an end-to-end flow: the pulled attachments are extracted by a dedicated LLM, validated against supplier, item and price-list master data and written straight into SAP, Zucchetti, TeamSystem and other ERPs via native connectors, REST APIs, webhooks and SQL access. Anomalous documents stay in review.
Is the source email kept tracked?
Yes. Every document keeps the reference to its source message — sender, date and attachment — so the email stays available for audit and controlling. Re-sent emails are deduplicated to avoid posting the same document twice.
How much does automated email acquisition cost?
Data Alchemy uses a transparent pay-per-use model: from €0.50/document on the Starter plan down to €0.35/document on the Corporate plan. No monthly subscription, no minimum commitment — you pay only for the documents the AI acquires and processes. Use the ROI calculator to estimate the savings on your real volumes.
See your documents acquired from email live
Book a free 30-minute demo on your real mailboxes and documents. We connect the mail live, show the automatic pulling and the posting into the ERP and calculate your ROI — no commitment, no cost.
Book a free demo