Using the Inbox

Daily OperationsUpdated October 14, 2026 · Reviewed by Peasy Team

The Inbox collects incoming items that need your attention — emails, uploaded documents, vendor bills, and customer orders that haven't been processed yet. Think of it as your to-process queue.

How to Get There

Click Inbox near the top of the sidebar. A red badge shows how many unprocessed items are waiting.

Your Peasy Email Address

Every Peasy account has a dedicated inbound email address that looks like yourcompany@orders.peasyos.com. The exact address is based on your Company ID and is shown in Configure > Sell > Default Emails. Older Company IDs continue to route correctly.

You (and your customers and vendors) can email or forward documents to that address and they'll land in the Inbox automatically. The same address handles both customer orders and vendor bills — Peasy figures out which is which.

What Shows Up in the Inbox

  • Customer order emails — Orders sent or forwarded to your Peasy email address.
  • Vendor bills — Invoices and POs from suppliers.
  • Uploaded documents — PDFs and other files uploaded by your team from anywhere in Peasy.
  • Pending imports — A bulk import of bills or sales orders (from a CSV or Excel upload, from Beacon analyzing a CSV, or from a connected source like Faire) shows as a single row while it waits for review — for example, "Faire orders — 25 pending orders to review." A Bill or Sales Order spreadsheet draft also appears as one pending row before records are staged. Open the row to resume the wizard and finish importing. See Reusable Spreadsheet Data Imports.

Use the type filter at the top to narrow the list: New, New emails, New uploads, New Bills, or New Sales Orders.

Converting an Email into a Sales Order

When a customer emails an order to your Peasy address (or you forward one in), Peasy uses AI to extract the key fields: customer name, items, quantities, and pricing. You confirm before anything is saved.

  1. Open the inbox item to see the original email and any attachments. An email and its attachments appear as a single inbox card — when it includes files, use the ‹ › arrows above the preview to page through the email body and each attached file (Email → Attachment 1 → Attachment 2 …).
  2. Check Email address, then review the extracted customer. When the message contains several addresses, Peasy chooses the likeliest sender and filters out addresses that use the same domain as your sign-in email. Pick another available address if needed, then confirm Peasy's customer suggestion or choose a different customer.
  3. Review the extracted items — each line shows the parsed item name, quantity, and price. Confirm the match against your Peasy item, or pick the right one if Peasy guessed wrong. An unmatched line shows Select item…. Open it, then select an existing item, choose Create new item, choose Add custom line item, or remove the line. You must resolve every unmatched line before completing the order, but you can save a draft while lines are still unresolved.

Review Order Date and the optional Target Date above the order details. Target Date is the planning date for when the order is intended, requested, promised, or scheduled to be ready, shipped, or delivered; actual shipment and delivery dates are set separately. Peasy may fill it from a clearly labeled date in the email, PDF, or image, such as Need By, Requested Ship Date, or Delivery Date. Check the suggestion and change or clear it when needed. Peasy does not use the order date or payment due date as the Target Date.

If Peasy could not read a line's price, the price field stays blank rather than showing $0.00. Tabbing through an untouched blank price leaves it blank. Selecting an existing item or creating a new one fills the blank with that item's price; for a sales order, Peasy uses the selected customer's catalog price when available and otherwise the item's default price. If you then choose another catalog item, the price follows that item. A price read from the email or attachment—including an actual $0.00 price—does not change when you choose a different item. Once you edit the price yourself, Peasy also keeps your value through later item changes.

  1. If Peasy finds an existing sales order for the same customer and order number, it shows that the email will update that order. If more than one order could match, choose the right order under Choose which record to update, or click Create new instead.
  2. To stop before you are finished, close the review and choose Save draft. Peasy saves your customer, order fields, status choice, and every matched, custom, unresolved, or removed line without creating a sales order. Reopen the same Inbox item to return directly to those saved decisions. Discard changes closes the review without saving changes made since your last draft save.
  3. Click Complete. Peasy creates the new sales order or updates the selected one, then marks the inbox item processed and moves it out of the queue.

This review works for email body text, PDFs, and images. If the selected attachment is a CSV, TSV, text, or Excel file, Peasy opens that file in the Data Imports wizard instead so you can map and review its rows before creating records.

A PDF or image uploaded directly to the Inbox follows the same review-draft flow. Classify the upload as Sales Order, make your review changes, then close it and choose Save draft. Reopening that upload restores the saved customer, order fields, status, and line decisions without creating the sales order until you click Create Sales Order.

When the Email Updates One Specific Order

If the email clearly refers to one existing order — a customer replying to change quantities, for example — Peasy opens that order directly in the Inbox instead of the new-order form. The footer reads Email matched to the order number. Compare the original email or attachment on the left with the live order on the right.

Save pending changes before confirming the email. Depending on the order, use Save, Save Changes, Save & Confirm, or Review changes; automatically saved fields keep their usual behavior. For a matched draft, Confirm order changes it to Open, links the email, and clears it from the Inbox. For an already open order, use Confirm email. Email confirmation uses saved line items; it neither saves pending editor changes nor replaces them with extracted lines. Choose Create new instead to return to a new-order review without linking the email to the matched order.

If Peasy isn't sure which order the email means, it keeps you in the normal review above so you can choose. Email body text, PDFs, and images stay in the Inbox review. Spreadsheet and other tabular attachments open in Data Imports.

Converting an Email into a Vendor Bill

Forward a vendor invoice to your Peasy address and the same flow applies — just with vendor and bill fields instead.

  1. Open the inbox item.
  2. Check Email address, then confirm the vendor Peasy suggests or pick the right one. When the message contains several addresses, Peasy chooses the likeliest sender and filters out addresses that use the same domain as your sign-in email. Pick another available address if needed.
  3. Select the matching Purchase Order in the Items section. If you click Complete before choosing a PO, Peasy shows the error under the Purchase Order field and keeps the Items section open. The exception is the first bill for a brand-new vendor Peasy will create on save: because that vendor cannot own a PO yet, you can save the bill without one and associate a PO later.
  4. Review the parsed line items, amounts, due date, and invoice number. An unmatched line shows Select item…. Open it, then select an existing item, choose Create new item, choose Add custom line item, or remove the line. You must resolve every unmatched line before completing the bill, but you can save a draft while lines are still unresolved.
  5. If Peasy finds an existing bill for the same vendor, invoice number, or purchase order, it shows that the email will update that bill. If more than one bill could match, choose the right bill under Choose which record to update, or click Create new instead.
  6. To stop before you are finished, close the review and choose Save draft. Peasy saves your bill fields, vendor and purchase-order choices, and every matched, custom, unresolved, or removed line without creating a bill or vendor. Reopen the same email, PDF, or image in the Inbox to return directly to those saved decisions. Discard changes closes the review without saving changes made since your last draft save.
  7. Click Complete to save the bill as an open bill or update the selected bill. The inbox item is marked processed and the source email stays linked to the bill, so reopening the bill shows the original email and attachments in the preview panel.

If the Bill # already belongs to another bill from the selected vendor, Peasy blocks the new bill and shows the existing bill number and vendor beneath the field. Choose Open the bill to update it to open that bill's editor in a new tab, or enter a different Bill # to continue creating the new bill. A different vendor may use the same Bill # without triggering this warning.

To deliberately reclassify the email, use the Bill / Sales Order selector at the top of the review. Choosing Sales Order saves that choice immediately. If Peasy finds an order for the selected customer with the email's PO number, it opens that order's live editor; otherwise it leaves you in a fresh sales-order form. If saving the classification fails, the selector returns to its previous value.

When the matching bill belongs to a different vendor, or is already closed or paid, Peasy asks you to confirm before it updates anything. Updating a closed bill adds your changes to it — it does not reopen the bill.

If you close the review without saving, the staged bill stays in the Inbox but edits made since your last saved draft are discarded.

See Managing Bills for what happens after a bill is created.

Matching Customer Contacts

Peasy can match an incoming sender to any active email saved in a customer’s Contacts, including an additional contact. A saved sender-to-customer choice takes precedence. If the same address matches multiple customers, review and choose the correct customer instead of relying on an automatic match. Deactivated contact addresses no longer provide that automatic association.

Forwarded messages still need the original customer checked: a shared forwarding mailbox is not automatically saved as that customer’s permanent sender mapping.

When Peasy Finds No Items

If Peasy finds no items in an email or its PDF or image attachment, you can still enter them yourself:

  1. Choose Bills for a vendor invoice or Sales orders for a customer order to open the review.
  2. Click Add item in the Items section.
  3. Select the item and enter its quantity and price. Repeat for the remaining items.
  4. Compare the fields and totals with the original email or attachment, and fill in any missing details before saving.

An empty attachment review explains that you can add items manually and does not show Retry. If Peasy could not read the attachment or the attempt timed out, Retry remains available. Peasy does not use the email body in place of a selected attachment that failed to load.

Choosing a type opens the review; it does not create the bill or sales order. You still review and complete it yourself.

Finishing a Pending Import

When you bring in bills or sales orders in bulk — through the Data Imports wizard, through Beacon analyzing a CSV, or from a connected source like Faire — the whole batch shows up as a single row in the Inbox, not one row per record. This includes a Bill or Sales Order spreadsheet you saved as a draft before records were staged. You finish the import from there.

Emails made from body text, PDFs, or images stay as email inbox items and open a single-record review inside the Inbox, even when Peasy has staged the extracted data in the background. Opening a CSV, TSV, text, or Excel attachment starts the Data Imports wizard for that file.

  1. Open the pending import from the Inbox. Peasy resumes a saved draft at the step where you stopped, or opens the review step for a staged batch.
  2. If any items still need to be matched to your catalog, Peasy walks you through that first.
  3. Review the records and confirm to create the bills or sales orders.

For an unwanted spreadsheet upload that nobody has tried to complete, see Deleting a Pending Upload. This removes the pending import; it does not undo records already added.

The import links back to the data import that produced it, so you can always find the source in Inbox & Imports → Imports → [data import name] → History.

A sales-order import appears under the New and New Sales Orders filters; a bill import appears under New and New Bills.

Good to Know

  • Find filed files in Documents. After processing finishes, uploaded files and filed email attachments appear in Documents. Email messages themselves stay in Inbox history.
  • Emails with attachments show a paperclip and a file count on their inbox card, so you can tell at a glance which emails carry documents before opening them.
  • Successful results are reused. When Peasy successfully reads an emailed attachment, reopening the email reuses those results. An attachment that returned no items or could not be read is not treated as a successful read.
  • The red badge on Inbox clears as you process items.
  • You can also upload documents directly from the Bills or Sales Orders pages instead of going through the Inbox.
  • Uploads can be filed as a bill or a sales order automatically. When a document doesn't say which it is and no confident customer or vendor is found, Peasy looks at the products on it: if only the things you buy match, it files a bill; if only the things you sell match, it files a sales order. When both match, neither matches, or Peasy can't finish checking one of them, it leaves the type as-is for you to confirm. Picking the type yourself always wins.
  • AI extraction is a starting point, not a guarantee. Always review the parsed customer/vendor and line items before saving — especially the first time you receive emails from a new sender.
  • Unmatched items always require a choice. The same Select item… review applies whether the content came from an email, pasted text, a PDF, or an image.
  • Opening or saving an email does not silently create a customer or vendor. Exact matches may prefill; fuzzy matches remain visible but unselected. For a genuinely new counterparty, select Add: [name] and confirm its details before creating the bill or sales order. Discarding the email creates nothing.
  • Your sender choice can be reused. After you choose an email address and customer or vendor, Peasy keeps that address when you reopen the same email as long as it is still an available choice.
  • The Inbox keeps history. Processed items don't disappear permanently — you can filter to show processed items if you need to find an original email later.

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