Turn Outlook Into Your Accounts Payable Inbox
Read-only Microsoft OAuth, shared mailboxes included.
Most small business AP runs through a shared Outlook mailbox: accounts@, invoices@, ap@. Everyone can see it, so nobody owns it, and invoices sit there until someone does a sweep.
ZapBooks connects to Outlook or Microsoft 365 with read-only access, identifies the invoices in that mailbox, extracts them and posts coded bills to QuickBooks Online, Xero or Excel.
No forwarding rules, no mailbox rules to maintain, and no change to how suppliers send you anything.
Connecting Outlook and Microsoft 365
- 1
Start a ZapBooks trial
14 days free, no credit card.
- 2
Authorise Microsoft with OAuth
Microsoft's consent screen grants read-only mailbox access. No password is entered into or stored by ZapBooks.
- 3
Pick the mailbox or folder
Connect a personal mailbox, a shared mailbox, or restrict processing to a single folder.
- 4
Connect your destination
QuickBooks Online, Xero or Excel.
- 5
Check the first run
Review what was identified as an invoice before anything syncs.
What ZapBooks reads
| Found in Outlook and Microsoft 365 | How ZapBooks uses it |
|---|---|
| PDF attachments | Extracted as invoice documents |
| Image attachments (JPG, PNG) | OCR then extracted |
| HTML receipts in the message body | Extracted without an attachment |
| Sender address and display name | Signal for vendor matching |
| Subject and received date | Context for duplicate detection |
| Folders | Optional scoping, so only a chosen folder is processed |
What it does
- 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.
- Can be scoped to a single folder so only the AP folder is processed.
- Supports Microsoft 365 business tenants as well as personal Outlook accounts.
What it does not do
- Read-only. ZapBooks does not send, move or delete mail.
- It cannot log into supplier portals to fetch invoices.
- On-premise Exchange without modern authentication is not supported.
Outlook and Microsoft 365 questions
Other integrations
Start syncing to Outlook and Microsoft 365
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.