Email sources

Connect, filter, pause, reconnect, and manage the mailboxes 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

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.

Connecting a source

You can connect sources during onboarding, from the default Dashboard tab, or from Settings → Accounts.

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, or IMAP.

Complete the provider authorization flow, or enter the IMAP connection details.

After the connection succeeds, return to the dashboard and confirm that the mailbox 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, Proton Mail, 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.

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.

Scheduled and historical scans

Active sources are checked automatically by Tailride's scheduled scans. To search older mail, select the mailboxes 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.

Supported source types

Connecting a source

Microsoft shared mailboxes

IMAP accounts

Source limits

Using the Email Sources list

Managing connected sources

Choosing which folders are scanned

Scheduled and historical scans

Reconnecting a source

Other ways to send documents

Email forwarding

Browser extension

Manual upload

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