TailrideInbox Scanning
Run scheduled and historical mailbox scans, follow their status, and filter invoices by scan.
Inbox scanning searches connected Gmail, Microsoft, Yahoo, and IMAP sources for financial documents. It is separate from manual uploads, forwarding addresses, browser-extension captures, Telegram, and WhatsApp submissions.
Tailride provides two scan types:
- Scheduled scans check active email sources automatically.
- Past scans search a date range you choose from the Retroactive tab.
Scheduled scans
Tailride starts a scheduled scan at the beginning of every hour and checks the previous completed hour. It groups all eligible email sources in the workspace into the scheduled run.
A source is eligible when:
- Invoice extraction is enabled for that source;
- the source does not require reconnection;
- the workspace has processing access and available invoice credits.
Turn Invoice extraction off in Settings → Accounts to stop scheduled scans for a source without deleting its connection. See Sources for source controls and reconnection.
Scheduled scanning is hourly, not instant
A message received during the current hour is normally checked after that hour closes. The Next scan card is an estimate to the next hourly boundary; it does not override disabled extraction, a reconnection requirement, or missing credits.
What an inbox scan can find
The current email pipeline can process:
- PDF and image attachments;
- structured e-invoice attachments — FatturaPA (including signed
.p7m), XRechnung, Factur-X/ZUGFeRD, Facturae, and UBL/Peppol XML, read directly without OCR (see Electronic invoices); - invoice or receipt data embedded in an email body;
- forwarded
.emlmessages and their inner attachments or body; - recognized hosted-invoice links in supported email formats.
Tailride first looks for document signals in the sender, subject, filenames, attachments, and body, then classifies each candidate. An attachment is not automatically accepted as an invoice: unrelated documents can be excluded after extraction and classification.
Finding past invoices
Use a past scan after connecting a new mailbox, when you need documents from an older period, or when you want to rescan a period after reconnecting a source.
If the workspace has only one connected email source, Tailride preselects it. With multiple sources, the selection starts empty. You can remove individual selections or use Remove all before starting.
A custom range requires a valid start and end date, and the end must be later than the start. For a one-day search, use the Today preset.
Long date ranges are split automatically
The former three-month limit no longer applies. Tailride divides the selected period into five-day batches for more reliable processing. A long past scan therefore creates multiple entries in Scan History, one for each date batch.
The dialog shows an approximate duration based on the number of sources and length of the period. Actual time also depends on mailbox volume and provider throttling, so a large scan can take from minutes to several hours. You can leave the page while it runs.
Sources with scheduled extraction turned off
The past-scan selector shows connected email sources even when their scheduled Invoice extraction toggle is off. Selecting one explicitly allows that historical scan without permanently enabling its scheduled scans.
A source marked for reconnection is skipped until its authorization or IMAP credentials are repaired. Reconnect it from the Dashboard or Settings, then start the date range again.
How a scan is processed
For every five-day batch, Tailride:
- creates one Scan History entry containing the selected sources;
- queues mailbox-search work for each selected source;
- identifies and stores candidate documents;
- runs extraction, classification, duplicate checks, and any configured post-processing in the background;
- adds accepted financial documents to Invoices and rejected candidates to Excluded when applicable.
Results can appear progressively. Running the same range again does not intentionally create another copy of an already-known invoice; duplicate checks are applied during collection and extraction.
A running scan cannot be cancelled from Scan History
There are currently no pause, cancel, or retry buttons on a scan row. If a scan fails or a source was unavailable, repair the source if necessary and start a new past scan for the same period.
Scan History
Scan History is grouped by the day on which the scan started. Select a day to expand its entries. Each day header summarizes the number of scans, invoices found, and active jobs for that day.
The history keeps the latest 200 entries in the interface. By default, Hide scans with 0 invoices removes completed zero-result scans. Queued, processing, and failed entries remain visible even when their current result count is zero. Clear that checkbox when a completed scan appears to be missing.
Each row contains:
| Column | Meaning |
|---|---|
| Time | When the scan entry was created; a robot icon identifies scheduled work |
| Scan range | The email period covered by that entry; hourly scans show an hourly range |
| Accounts | The first source email and a +N count; hover to see every included address |
| Found | Accepted invoices associated with this scan, not the number of emails or candidate files inspected |
| Status | The current lifecycle state of the scan entry |
Scan statuses
| Status | Meaning |
|---|---|
| Queued | The background job is waiting or no candidate documents have been registered yet |
| Scanning | Mailbox retrieval is in progress |
| Processing | Discovered documents are being processed |
| Completed | Mailbox-search work for the entry has finished |
| Failed | The scan could not be completed |
Active entries are refreshed in the background, normally at intervals of up to two minutes. Empty jobs can remain Queued briefly before being marked Completed.
Completed is not a per-document progress percentage
The scan status primarily tracks the mailbox-search job. Extraction and invoice post-processing are asynchronous, so the final Found count and new invoice rows can take a little longer to settle after the scan reaches Completed.
Filtering invoices by scan
Select a Scan History row to return to the Dashboard with that scan ID applied as a filter. The invoice list then shows documents associated with that exact five-day or hourly entry.
A Scan … pill appears above the invoice list and in the dashboard navigation. Select its close button to remove the scan filter. The account, search, and invoice filters can further narrow the scan results while the scan filter is active.
Because a long past search creates several five-day entries, selecting one row shows only that batch. Clear it and select another history row to inspect the next batch.
Summary cards
The Retroactive tab includes four summary cards:
| Card | Meaning |
|---|---|
| Invoices found | Current processed invoice count available to the workspace and access level |
| Available credits | Remaining invoice credits compared with the total for the current cycle |
| Last scan | Time since the newest scheduled or past-scan entry |
| Next scan | Estimated time until the next hourly scheduled scan |
These are workspace-level summaries. Invoices found is not the total number of emails inspected and is independent of the currently expanded history day.
Credits
Starting a past scan and running scheduled scans require processing access and available invoice credits. The scan itself does not consume one credit per email: one invoice credit is charged when a financial document is successfully processed into Invoices.
Empty scans, unrelated emails, documents finalized as excluded, and candidates rejected as duplicates do not consume an invoice credit at the final processing step. In a managed workspace, credit availability may come from the Business account or its organization pool.
If a scan finds nothing
Check the following before running the range again:
- turn off Hide scans with 0 invoices so you can confirm that the scan completed;
- verify that the correct source and date range were selected;
- check the Excluded tab for documents rejected by classification;
- remove any existing account, scan, search, or invoice filters from the Dashboard;
- reconnect a source that shows an authorization warning;
- confirm that the workspace has processing access and invoice credits.
Finding zero invoices does not necessarily mean zero emails were checked. It means no new document from that scan was ultimately counted as an accepted invoice.