One inbox in. One ledger out.
ZapBooks connects to the mailbox your invoices already arrive in and writes coded bills into the accounting system you already use. Two connections, both read-only where they can be, both revocable, and no forwarding address for anyone to forget.
Where invoices come from
Read-only access to a mailbox or a single folder. ZapBooks never sends, moves or deletes mail.
Gmail
Read-only OAuth. No forwarding address. No password stored.
- Read-only OAuth access; ZapBooks never sees or stores your Google password.
- Reads PDF attachments, image attachments and HTML receipts embedded in the message body.
- Distinguishes invoices from order confirmations, delivery notices, statements and marketing email.
Outlook and Microsoft 365
Read-only Microsoft OAuth, shared mailboxes included.
- Read-only Microsoft OAuth; no password stored and access is revocable from your Microsoft account.
- Works with shared mailboxes, which is how most small business AP inboxes are set up.
- Reads attachments and receipts embedded in the message body.
Where the data goes
Bills posted with vendors matched, line items intact, tax on its own line and the source document attached to the transaction.
QuickBooks Online
Bills posted with vendor, line items, tax and the original PDF attached.
- Creates bills in QuickBooks Online with full line-item detail rather than a single lump total.
- Matches vendors against your existing QuickBooks vendor list instead of creating duplicates with slightly different spellings.
- Codes lines to your chart of accounts using per-vendor rules that persist after the first correction.
- Attaches the original PDF or image to the QuickBooks transaction so the audit trail survives.
Xero
Draft or approved bills in Xero with contacts matched and tax rates applied.
- Creates bills in Xero with line-item detail, quantities and unit prices preserved.
- Matches suppliers to existing Xero contacts rather than creating near-duplicate records.
- Applies the correct tax rate per line, including zero-rated and exempt treatments.
- Attaches the source PDF to the Xero bill.
Excel and CSV
Structured rows instead of a folder of PDFs.
- One row per invoice for reconciliation, or one row per line item for spend analysis.
- Consistent ISO date formatting, so dates sort correctly instead of turning into text.
- Numeric columns exported as numbers, not strings with currency symbols glued on.
- Category column populated from your per-vendor coding rules.
What is not supported
Worth knowing before you start a trial rather than after:
- QuickBooks Desktop has no direct sync. Use the CSV export to build an import file.
- Sage is not supported. Dext and AutoEntry are the better fit if Sage is your ledger.
- Supplier portal fetch is not supported. Invoices that arrive as a link rather than an attachment need downloading and emailing in.
- Bank and supplier statement capture is out of scope.
- ZapBooks does not execute payments through any integration.
Integration questions
Connect both sides in about five minutes
One OAuth grant for your mailbox, one for your accounting software, and the first batch of invoices is ready to review.
14-day free trial. No credit card required.