Email Routing

Overview

Email Routing is a premium add-on that automatically forwards processed invoices to specified email addresses. This powerful feature enables seamless integration with external accounting systems, ERPs, or workflow management tools through intelligent routing rules.

The system supports four levels of routing priority:

1. Routing rules - Condition-based rules on document type, tags, vendor and recipient fields, and more
2. Recipient-specific routing - Forward based on who the original invoice was sent to
3. Account-specific routing - Forward based on which email account received the invoice
4. Default routing - Fallback to a default email address

Prerequisites

• Active Email Routing subscription ($20/month)
• At least one connected email account (Gmail or Outlook)

Setup Instructions

Routing Configuration

Default Email Address

Set a fallback email address that will receive all invoices when no specific routing rules match. This ensures no invoices are missed.

Routing Rules

Routing rules forward documents to different addresses based on conditions. They are the highest routing priority: rules are checked top to bottom, and the first matching rule decides the forwarding address.

Each rule combines one or more conditions with a forwarding address. Conditions can check:

• Document type - Invoice, Receipt, Credit note, or Other
• Tag - Any tag assigned to the document, including tags assigned automatically by AI
• Vendor name / Vendor tax ID
• Recipient name / Recipient tax ID
• Source - How the document entered Tailride, picked from a list (Gmail, Outlook, IMAP, Yahoo Mail, forwarding address, Chrome extension, manual upload, Telegram bot, WhatsApp bot)
• Source account - Which connected email account received it
• Original recipient email - The address the document was originally sent to

For text fields you can choose how to compare: equals, contains, starts with, ends with, or matches regex. Comparisons are not case-sensitive. Every condition can also be inverted with the not checkbox.

Within one rule, choose whether all conditions must match (AND) or any condition is enough (OR). Combined with not and the top-to-bottom rule order, this lets you express conditions like "invoices that are not tagged urgent" or "receipts or credit notes".

Use the arrow buttons on a rule to reorder it — put more specific rules above general ones.

Examples:

• Documents with type Invoice → invoices@company.com; type Receipt → receipts@company.com
• One mailbox receives invoices for several subsidiaries and AI tags them reliably: tag Subsidiary A → that subsidiary's DATEV import address, tag Subsidiary B → another one
• Recipient tax ID equals DE123456789 → the matching entity's accounting inbox

If no rule matches, the recipient-specific, account-specific, and default settings below are applied as before.

Account-Specific Routing

Configure different forwarding addresses for each connected email account:

• Gmail Account A → accounting-dept@company.com
• Outlook Account B → finance@subsidiary.com

This is useful when different email accounts handle invoices for different departments or entities.

Recipient-Specific Routing

Route invoices based on who they were originally sent to. This takes priority over account-specific and default routing:

• Invoices sent to billing@company.com → erp-system@company.com
• Invoices sent to accounts@subsidiary.com → finance-dept@subsidiary.com

Both the recipient and the forwarding address must be full, valid email addresses (e.g. billing@company.com). Type the recipient email and press Enter to add it, then fill in the forwarding address before saving.

This allows for sophisticated routing based on your organization's email structure.

Email Content

Each forwarded email includes:

• Customizable subject line with variables: {vendor}, {amount}, {currency}, {invoiceId}, {date}
• Formatted invoice details in HTML format
• PDF attachment of the original invoice
• Source information showing which account received the invoice

Sender Address

Forwarded emails are sent from a unique address on the fw.tailride.so domain that belongs to your account. Because every Tailride account sends from its own address, the receiving side (an accountant's inbox, an ERP, or a DATEV import address) can set up filters and rules per client.

The sender name shows where the document originally came from: for documents that arrived by email, it reads like noreply@vendor.com via Tailride; for documents added through manual upload, the Chrome extension, or the Telegram/WhatsApp bots, it is simply Tailride.

Replying to a forwarded email goes to your account email address, not to the sending address.

Routing Priority

The system processes routing in this order:

1. Check routing rules - Top to bottom; the first rule whose conditions match decides the address
2. Check recipient-specific settings - If the invoice was sent to a configured recipient email, use that routing
3. Check account-specific settings - If no recipient match, check if the source account has specific routing
4. Use default email - If nothing matches, forward to the default address

This hierarchy ensures the most specific rules take precedence while maintaining a reliable fallback.

Subscription Management

Billing

• Monthly subscription at $20/month
• Billed through Stripe with automatic renewal
• Cancel anytime through the billing portal

Subscription Status

• Active - Email forwarding is working
• Subscribed (Disabled) - Subscription active but forwarding disabled in settings
• Inactive - No active subscription

Cancellation

Cancelling your subscription:

• Forwarding stops immediately upon cancellation
• Configuration settings are preserved
• Re-subscribing restores previous settings

Use Cases

Multi-Entity Organizations

Route invoices to different systems based on recipient:

• billing@headquarters.com → Main ERP system
• invoices@subsidiary.com → Subsidiary accounting system

Department-Based Routing

Forward invoices based on source account:

• HR Gmail account → HR management system
• Operations Outlook → Operations dashboard

Vendor-Specific Workflows

Use recipient-specific routing for vendor portals:

• vendor-portal@company.com → Automated vendor payment system
• manual-review@company.com → Manual approval workflow

Troubleshooting

Failed Forwarding Attempts

When forwarding an invoice fails (for example, the destination mail server rejects the message or the send times out), the invoice appears in the Needs attention view of the invoice list with the error message. Use its Retry action to resend the email immediately — a successful send clears the error. See Invoices, Excluded, and Needs attention.

No Emails Being Forwarded

1. Check that Email Routing is enabled in settings
2. Verify your subscription is active
3. Ensure at least one routing rule is configured
4. Check spam/junk folders in destination email, and allowlist the fw.tailride.so sender domain if needed

Wrong Routing

1. Review routing priority (routing rules > recipient > account > default)
2. Check the order of your routing rules — the first match wins, so a broad rule above a specific one will capture its documents
3. Verify email addresses in recipient-specific settings match exactly
4. Check account-specific settings for the correct source account

Missing Attachments

1. Verify original invoice has PDF attachments
2. Check if source email system properly processed attachments
3. Review attachment size limits with your email provider