Sources

Connect, filter, pause, reconnect, and manage the mailboxes and cloud storage folders Tailride scans for invoices.

An email source is a mailbox that Tailride is allowed to scan for invoices. Sources are shown on the Dashboard tab and are managed separately from login accounts and team permissions.

A Google, Microsoft, or Yahoo account can be both a user login and an invoice source when mailbox access is granted. An email-and-password account is only a login and cannot be scanned. An IMAP account is only a source and cannot be used to sign in to Tailride.

Supported source types

Source	Connection method	What you need
Google	OAuth	A Google account and approval for read-only Gmail access
Microsoft	OAuth	A Microsoft account and approval for read-only mail access
Microsoft shared mailbox	OAuth	The shared mailbox address and a Microsoft user that has access to it
Yahoo	OAuth	A Yahoo account and approval for read-only mail access
IMAP	Server credentials	Email address, password or app password, IMAP host, and port
Peppol e-invoicing	Company registration	Your company name, address, and a business identifier such as the VAT number; see Peppol e-invoicing
OneDrive folder	OAuth	A Microsoft account with read-only file access and the folder to watch; see Cloud storage folders

OAuth sources use the provider's authorization screen; Tailride does not ask for the mailbox password. If mail permission is not granted, the account can still be used for identity or team access but will not become an active invoice source.

Peppol is not a mailbox: it registers your company on the Peppol network so suppliers can deliver e-invoices to your Peppol ID. It appears in the same Sources list as your mailboxes, counts toward your plan's connected-source limit like a mailbox does, and has its own settings dialog instead of folder settings.

Cloud storage folders are not mailboxes either: Tailride watches one folder (including its subfolders) in your OneDrive and imports every new document that lands there. Each watched folder is its own source, counts toward the connected-source limit, and is managed through its own settings dialog. See Cloud storage folders.

Connecting a source

You can connect sources during onboarding, from the default Dashboard tab, or from Settings → Accounts. The onboarding Sources step offers the same options, including OneDrive folders: after the authorization, the new folder source appears in the step with a Choose folder button.

Open Dashboard and select Add source below the Email Sources list, or open Settings → Accounts and select Add source above the Email Sources table.

Choose Google, Microsoft, Microsoft Shared, Yahoo, IMAP, or OneDrive.

Complete the provider authorization flow, or enter the IMAP connection details. For OneDrive, pick the folder to watch after the authorization returns you to Settings.

After the connection succeeds, return to the dashboard and confirm that the mailbox or folder appears in Email Sources.

Both buttons open the same connection menu with all source types available.

Microsoft shared mailboxes

Choose Microsoft Shared, enter the email address of the shared mailbox, and continue to Microsoft. Sign in as a Microsoft user that already has permission to read that mailbox. The shared mailbox is then listed as its own source and counts toward the workspace's connected-account limit.

IMAP accounts

Tailride provides presets for Amazon WorkMail, Yahoo Mail, Zoho Mail, Fastmail, Mailbox.org, Posteo, Runbox, StartMail, GMX, Mail.com, IONOS, Yandex Mail, iCloud Mail, and AOL Mail. You can also select a custom provider and enter its server details manually.

Proton Mail is not supported

Direct integration with Proton Mail is currently not possible because Proton Mail does not provide a public API or cloud IMAP access.

The IMAP form requires:

the mailbox email address;
the mailbox password or provider-specific app password;
the IMAP hostname;
the IMAP port, normally 993 for a secure connection;
an AWS region when connecting Amazon WorkMail.

Provider presets fill the host and port automatically. Zoho selects a regional hostname from the email domain when possible. For providers that commonly require an app, device, or bridge password, the form displays a link to the relevant setup guide.

Use an app password when required

If two-factor authentication is enabled, many providers reject the regular account password over IMAP. Generate an app-specific password in the provider's security settings and use it in Tailride. The connection is tested before the source is saved, and the stored IMAP password is encrypted.

Source limits

The number of connected email sources depends on the workspace plan. The dashboard and onboarding show the current count and limit. When the limit is reached, Add source is disabled and Tailride offers a link to the pricing page.

The free plan currently allows 2 connected email sources. See the pricing page for the current limits on paid plans.

Pausing does not free a source slot

Turning off invoice extraction leaves the source connected, so it still counts toward the plan limit. Remove the source or change plan if you need another connection slot.

Using the Email Sources list

The source list on the Dashboard shows each visible mailbox's provider, email address, and latest fetch time.

Select a mailbox to filter the invoice table to documents collected from that source.
Select the same mailbox again to clear the filter.
On smaller screens, expand Email Sources before choosing a mailbox.
A source that has never completed a scan shows Never instead of a fetch time.
Google, Microsoft, Yahoo, and IMAP mailboxes show a gear icon that opens the scanned-folders settings for that mailbox; selecting the gear does not change the filter.

Source selection filters the invoice list; it does not pause scanning or change the source configuration.

Managing connected sources

Open Settings → Accounts and find the Email Sources table. It shows the provider, active or inactive status, and an Invoice extraction toggle for every connected Google, Microsoft, Yahoo, or IMAP source.

Turn Invoice extraction off to stop scheduled scans for that mailbox without deleting the connection.
Turn it back on to resume processing. Only one active extraction connection can be used for the same mailbox address.
Use Add source above the table to connect another mailbox — the same menu as on the Dashboard.
Sources with invoice extraction enabled show a gear icon that opens the scanned-folders settings for that mailbox.
Remove an IMAP-only source with its delete action and confirm the prompt.
OAuth accounts that also represent workspace users are managed in the team-member table by the workspace owner.

The former dashboard-visibility toggle is no longer available. Sources used only for authentication remain hidden automatically, while active extraction sources appear in the Email Sources list.

Choosing which folders are scanned

By default, Tailride scans the whole mailbox except provider system folders: for Google that means everything except Sent, Drafts, Trash, and Spam; for Microsoft everything except Junk Email; for Yahoo and IMAP everything except Sent, Drafts, Trash, and Junk/Spam folders. For Google, Microsoft, Yahoo, and IMAP sources you can narrow scanning down to specific folders:

Google — your own Gmail labels, the Inbox, and the category tabs (Promotions, Social, Updates, Forums).
Microsoft — your top-level Outlook folders. Selecting a folder also includes all of its subfolders, so mail sorted by inbox rules stays covered.
Yahoo — every folder of the Yahoo mailbox, listed with its full path. Selection is exact: picking a folder does not include its subfolders.
IMAP — every folder of the mailbox, listed with its full path. Selection is exact: picking a folder does not include its subfolders (they are listed and selectable individually).

Select the gear icon next to a Google, Microsoft, Yahoo, or IMAP mailbox in the Dashboard's Email Sources list or in the Settings → Accounts Email Sources table. During onboarding, use the gear icon next to a connected account in the Sources step instead.

Tailride loads the folder list from the mailbox and shows the saved selection.

Select the folders to scan and press Save changes.

How the folder selection behaves:

No folders selected means the default behavior: the whole mailbox is scanned except the system folders listed above.
With folders selected, both scheduled scans and manual scans only look inside those folders.
For Google and Microsoft, renaming a folder does not break the selection — Tailride tracks those folders by their identity, not their name. Yahoo and IMAP folders are tracked by their path, so renaming one removes it from the selection: re-open the settings and select it again.
If a selected folder is deleted, it is skipped and the remaining selected folders are still scanned. If every selected folder has been deleted, scans find nothing until you update the selection.

Folder access requires a working connection

The folder list is loaded live from the mailbox. If the account's authorization has expired, the settings panel asks you to reconnect it first — see Reconnecting a source.

Cloud storage folders

A OneDrive folder can be a source: Tailride watches the folder and every subfolder under it, and imports each new document that appears there, the same way a mailbox scan imports attachments. Typical uses are a "Scan" folder filled by a copier or phone app, a folder shared by a bookkeeper, or a folder where suppliers drop their invoices.

Connecting a folder

Open Add source on the Dashboard or in Settings → Accounts and choose OneDrive.

Sign in with the Microsoft account that can read the folder and approve read-only file access. The account does not need to be the one used for the OneDrive export integration — any account works, including one from a different organization.

Back in Settings → Accounts, the folder dialog opens automatically. Browse My files and folders Shared with me, or paste a folder link, and select Watch this folder.

Until a folder is chosen, the source shows Choose a folder and nothing is imported. Once saved, the status becomes Connected and the source starts watching for new files.

What gets imported

New PDFs, images (JPG, PNG, WebP, TIFF, GIF, HEIC), and structured e-invoice files (XML, .p7m) up to 10 MB, anywhere under the watched folder. Images are converted to PDF; other file types are ignored.
Each file is imported once. Renaming, moving between subfolders, or editing an already imported file does not create a second invoice.
Files that Tailride itself filed into your OneDrive through the export integration are recognized and never re-imported. An invoice that came from a watched folder is still exported by the Google Drive or OneDrive integration into its usual export folder, unless the export integration uses the very same account as the watched folder — then that export is skipped so the file does not end up twice in the same storage.
Imported documents go through the usual extraction, duplicate detection, and credit rules. The invoice's source shows the folder name.

New files only

Watching starts from the moment the folder is saved: files that were already in the folder are not imported automatically. To bring them in, run a past scan for the folder from the Retroactive tab — see Finding past invoices.

New files are picked up by the scheduled scan, so they usually appear within an hour. An hourly check of a watched folder is listed in Scan History like a mailbox scan.

Managing a watched folder

The gear icon next to a folder source opens its settings:

Change the watched folder at any time. Watching restarts from the new folder; files imported from the old one stay.
Pause sync stops the scheduled checks without removing the connection; Resume sync continues where it left off. A paused source still counts toward the plan limit.
Reconnect re-authorizes the account when its access expires. The source shows Reconnect required and stops importing until you reconnect; choosing a different account afterwards clears the folder selection so you can pick again.
Remove source stops watching the folder. Invoices already imported are kept.

Export folders cannot be watched

If the same Microsoft account is also connected as an export integration, the folder Tailride files invoices into (and any folder inside it) cannot be selected as a source. Choose a folder outside the export tree.

Scheduled and historical scans

Active sources are checked automatically by Tailride's scheduled scans. To search older mail or files already in a watched folder, select the sources and date range in the Retroactive tab. See Inbox Scanning for scan timing, history, status, and credit usage.

Connecting a source does not automatically run the former fixed 90-day historical scan. You choose the historical period during onboarding or when starting a retroactive scan.

Reconnecting a source

OAuth grants and IMAP credentials can expire, be revoked, or stop working. When Tailride detects this, the Dashboard displays a reconnection notice:

OAuth sources require provider authorization again. Use the reconnection prompt when it is available, or connect the same provider again from Add source.
IMAP sources are tested again with the saved server configuration and credentials.
After a successful reconnection, Tailride can queue a recovery scan for the period while the source was disconnected.

If IMAP reconnection continues to fail, verify the server hostname and port, regenerate the app password, and reconnect the mailbox from the source controls.

Microsoft accounts and the verified Tailride app

Tailride now connects Microsoft accounts through a new, verified Microsoft application. Mailboxes and OneDrive folders connected earlier keep working as they are; nothing changes until you reconnect. The first time you sign in with Microsoft or reconnect a Microsoft mailbox or OneDrive folder, Microsoft shows the permission screen again, this time with a verified publisher badge for Tailride. Approve it to complete the reconnection.

Some Microsoft 365 organizations do not let users approve applications themselves. If the permission screen says that admin approval is required, ask your Microsoft 365 administrator to grant consent to Tailride for your organization, then reconnect. Existing connections keep working while you wait.

During the transition, Tailride may ask you to reconnect Microsoft mailboxes and OneDrive folders that still use the previous authorization. This is a one-time step: the Dashboard shows the usual reconnection notice and you receive the standard reconnection email. Invoice extraction and folder imports for that source pause until it is reconnected.