Communications & Email

The communication system in AI-native ERP handles both inbound and outbound email as a core part of your accounting workflow. Inbound emails carrying vendor invoices, receipts, or bank statements are automatically received, classified, and routed to the appropriate autonomous agent for processing. Outbound notifications keep your team informed about workflow events, agent findings, and items requiring attention.

Inbound Email Processing#

Each legal entity can have dedicated email addresses for different purposes. An invoices@ address receives vendor bills, a receipts@ address collects expense documentation, and a statements@ address accepts bank statements. When an email arrives at one of these addresses, the system processes it through a multi-stage pipeline.

First, the email is classified using AI to filter out spam and identify the content type. Attachments are extracted and stored securely -- PDFs, images, and text files are all supported. Then the email is routed to the configured agent (bill processor, receipt collector, or statement importer) based on the email address's routing rules. The agent processes the content autonomously, creating transactions, matching vendors, and flagging items that need human review.

Email Address Configuration#

Email addresses follow a structured format: purpose@entity-code.org-code.mail.ar-ti-fi.com. You can create, update, and deactivate addresses as your organization evolves. Each address has configurable routing rules that control whether emails are auto-processed or require manual review, and which agent handles the processing.

You can view all configured addresses, search by purpose or entity, and check the processing status of recent emails. This gives you full visibility into your email-based automation pipeline.

Outbound Notifications#

The notification system sends emails when important events occur. Agents can notify your finance team about anomalies detected during reconciliation, new vendors created from incoming invoices, or expense reports awaiting approval. Workflow events like transaction approvals, rejections, and escalations can trigger notification emails to the relevant stakeholders.

Notification templates use variable substitution so each email contains the specific details of the event -- transaction amounts, vendor names, approval deadlines, and direct links to take action. All outbound notifications are logged for audit purposes, with delivery status tracking.

Attachment Processing#

When emails arrive with attached documents, the system extracts content using OCR and AI-powered document analysis. It identifies key data points -- vendor name, invoice number, amounts, dates, line items -- and uses this information to create or match accounting records. The original documents are stored in secure cloud storage and linked to the resulting transactions for audit purposes.