Turn Gmail Into Your Accounts Payable Inbox
Read-only OAuth. No forwarding address. No password stored.
Most invoice tools ask you to forward bills to a special address. That works right up until someone forgets, which is immediately and then forever.
ZapBooks connects to Gmail directly with read-only access and finds the invoices itself. It looks at attachments and at message bodies, separates actual bills from order confirmations, shipping notices, statements and marketing, and processes what it finds.
Nothing about how your suppliers send invoices needs to change, and nobody has to learn a new habit.
Connecting Gmail
- 1
Start a ZapBooks trial
14 days free, no credit card.
- 2
Authorise Gmail with OAuth
Google's own consent screen grants ZapBooks read-only access. Your password is never entered into ZapBooks and never stored.
- 3
Scope the mailbox if you want to
Process the whole inbox, or restrict processing to a specific label such as Invoices or Suppliers.
- 4
Connect your destination
QuickBooks Online, Xero or Excel.
- 5
Review the first run
ZapBooks processes recent messages so you can check what it identified as an invoice and what it correctly ignored.
What ZapBooks reads
| Found in Gmail | How ZapBooks uses it |
|---|---|
| PDF attachments | Extracted as invoice documents |
| Image attachments (JPG, PNG, HEIC) | OCR then extracted |
| HTML receipts in the message body | Extracted without an attachment |
| Sender address and display name | Signal for vendor matching |
| Subject and message date | Context for duplicate detection |
| Labels | Optional scoping, so only labelled threads are processed |
What it does
- 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.
- Can be scoped to a single Gmail label if you only want part of the mailbox processed.
- Works with Google Workspace shared mailboxes and delegated accounts.
- Access can be revoked at any time from your Google account security settings.
What it does not do
- ZapBooks does not send, delete or modify email. Access is read-only.
- It cannot fetch invoices from supplier web portals; it only sees what arrives in the mailbox.
- Invoices that arrive as links to a portal rather than attachments need to be downloaded and emailed in.
Gmail questions
Other integrations
Start syncing to Gmail
14-day free trial, no credit card. Connect your mailbox, connect your ledger, review the first batch.
14-day free trial. No credit card required.