Email inbox

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Overview

The Email inbox helps your organisation receive investment documents through dedicated email addresses. Incoming attachments can be reviewed, matched, and linked to documents, investments, and transactions. Use it when custodians, brokers, administrators, or team members send statements, contract notes, notices, or other investment files by email.

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Before you start

Create at least one receiving address for the organisation. Use an address only after your team knows what type of documents should be sent there.

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Basic and advanced use

• Basic use: receive attachments, check their status, and open the resulting document.
• Advanced use: use separate addresses for different document types, review duplicates, and check created investment or transaction links.

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Set up receiving addresses

Go to Email settings and create the email addresses your organisation wants to use. New receiving addresses use @documents.investsync.com, for example statements@documents.investsync.com. Use clear notes so the team knows what each address is for, such as:

• Broker statements.
• Capital calls.
• Tax documents.
• General investment correspondence.

Keep only current addresses active. Deactivate addresses that are no longer used.

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Manage receiving address settings

Use Email settings to see active and archived receiving addresses, copy an address, update its team note, or archive an address that should no longer receive documents. Each address can follow the organisation default automation level or use its own level. This is useful when one address receives routine statements and another receives mixed or higher-impact documents. Archived addresses are kept for reference. You can enable an archived address again when it should start receiving documents, or permanently delete it when your team no longer needs the record.

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Review incoming items

The inbox opens as a focused three-pane workspace. The top bar shows the receiving address your team can forward to, with a quick copy action and a link to manage email settings. The left pane lists each received email with its subject first and the sender email address underneath. Select an item to read the message in the centre pane, preview its attachment on the right, and check what InvestSync did with it. When one email includes several investment documents, InvestSync shows each document as its own inbox item. Opening any item also shows the other files, documents, and transactions created from that same email, so you can review the whole email package together. Emails without attachments can still be useful. If the investment notice is written in the email body, InvestSync can use that readable message for review. Use the inbox buckets to focus on the right work:

• All: every recent email received by the organisation.
• Needs your input: emails waiting for approval or manual review.
• In progress: emails that are queued or being processed.
• Filed: emails that were handled successfully.
• Skipped: emails that were ignored, rejected, or marked as duplicates.

Common labels include:

• Needs approval: InvestSync has prepared the item, but a reviewer must approve it before it changes investments.
• Needs review: something could not be matched or read safely.
• Queued: waiting to be processed.
• Processing: currently being handled.
• Filed: handled successfully.
• Duplicate: likely already received.
• Skipped: not suitable for processing.
• Approved: a reviewer has approved the prepared item.
• Rejected: a reviewer decided the prepared item should not be added.

Open an item to review the sender, recipient address, received date, attachment preview, and any created links.

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Search and sort the inbox

Use the search field above the panes to find emails by sender, subject, message text, amount, status, receiving address, or linked investment. Switch between Newest and Oldest when you need to review items in arrival order. If there are emails that need a decision, InvestSync shows a review banner above the inbox. Use Review now to open the Needs your input bucket.

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Read an email

The reading pane shows who sent the email, which organisation address received it, when it arrived, and the email message where it is available. Common message formatting is kept where it helps readability, including paragraphs, lists, bold or italic text, safe links, forwarded message headers, and simple row-based layouts. The What this did section summarises any prepared or recorded transactions, news items, linked investments, and saved documents. Use the email list to move between items. The selected email opens in the reading pane, similar to a standard inbox, while the attachment preview stays available beside it when a source file can be shown.

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Manage inbox items

Use the actions at the top of an opened email when an item needs attention.

• Edit: update the subject, sender, or readable message shown in the inbox.
• Retry: run processing again when an email failed before it created any linked records.
• Delete: remove the email from the inbox.

You can also select several emails in the list. Bulk actions let you clear the selection, open the review area for prepared items, retry failed emails, or delete selected inbox items. Deleting an email removes the inbox item only. Any saved documents, investments, or transactions already created by InvestSync stay in place.

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Preview attachments

When a preview is available, the attachment opens beside the email so you can check the source document without leaving the inbox. The preview shows the selected file in a document-style viewer, with quick actions to open or download the source. If an email included several documents, use the file selector in the preview pane or the file list in the email details to switch between the original attachments and saved documents from that email. Some items may show both:

• Email message: the original email received by InvestSync.
• Original attachment: the file received with the email.
• Saved document: the document saved into InvestSync after processing.

Use the preview button beside an attachment to switch what is shown. You can also open or download each file. Searchable PDFs, scanned PDFs, images, spreadsheets, and Word documents can be read during processing. Protected files or unclear scans may still need manual review.

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Check linked transactions

If InvestSync creates or links transactions, the email shows each transaction as a clear summary card. Each card includes the transaction type, investment name where available, date, amount, units, price, fees, and a link to open the transaction record. Always compare important transaction details against the attachment before relying on the result, especially for trades, income, fees, and tax-related documents.

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Choose an automation level

Each organisation has a default automation level. Each receiving address can use that default or choose its own level.

• Full automation: InvestSync can add suitable transactions and create missing investments or categories without asking first. Exact duplicates are skipped. If an investment name is very close to an existing holding but could be a different investment, InvestSync asks for review before saving it.
• Guided: InvestSync handles clear items and asks when a choice is needed. You can choose whether it may create new categories or subcategories.
• Low trust: InvestSync asks before adding new investments.
• No trust: InvestSync asks before adding any transaction.

When InvestSync prepares or adds an investment from an email document, it uses the categories and subcategories set in Investment settings where a suitable match is found. Use stronger review settings for addresses that receive mixed, unusual, or high-impact documents.

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Approve prepared items

When approval is needed, InvestSync sends the prepared item to Investments > Add investments > Upload documents. The review includes the document preview, proposed investment, transaction details, income and tax details where available, and any category or subcategory choices. Reviewers can edit the prepared details in the upload review area before approving. Dismiss the item when it should not update investments. If the prepared item is a possible duplicate, use the duplicate comparison in the upload review area before approving or dismissing it. Email items are labelled with Email so the source is clear while using the same review flow as uploaded files. The same automation levels also guide portfolio statement reconciliations prepared in the upload review area. These reviews group findings by investment and show missing transactions, missing income, possible duplicates, skipped duplicates, missing investments, and balance differences before approval. Only team members with approval permission can approve or reject prepared email items.

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Notifications

InvestSync shows approval requests in the app notification centre. Users can choose how they want to receive notifications for their organisation, including in-app alerts, immediate email alerts, or quieter digest emails. Open the bell icon to review recent notifications or change notification preferences. You can also open the account-level Notifications page to review notification activity across all organisations where you have received items. Preferences apply to the current user and organisation.

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Understand the result

An incoming item may:

• Create a final document.
• Link to an investment.
• Create or link to a transaction.
• Be marked as a duplicate.
• Require manual review.

If units or other key figures are not clear enough to save safely, InvestSync may leave the item for manual review instead of creating the transaction automatically. Very long attachments may be reviewed using the most relevant readable sections. If the key details are too spread out or unclear, InvestSync leaves the item for manual review instead of guessing. Distribution, dividend, or interest notices without a clear payment amount are treated as investment news rather than saved as transactions. Annual tax summaries, RWT or NRWT certificates, and year-end tax statements are treated as supporting tax records when they only summarise income and tax already reported. Tax reports that also include portfolio movements, holdings, purchases, sales, transfers, or a cash ledger may be used as reconciliation sources instead of creating a single transaction. Always review important items before relying on the result, especially where the document affects holdings, cash, income, tax, or reporting.

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Good practice