Email inbox

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Overview

The Email inbox helps your organisation receive investment documents through dedicated email addresses. Incoming attachments can be reviewed, matched, and linked to documents, investments, and transactions. The inbox uses Geist for headings and message text, with Geist Mono for amounts, dates, and short labels. Use it when custodians, brokers, administrators, or team members send statements, contract notes, notices, or other investment files by email.

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Before you start

Create at least one receiving address for the organisation. Use an address only after your team knows what type of documents should be sent there.

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Basic and advanced use

• Basic use: receive attachments, check their status, and open the resulting document.
• Advanced use: use separate addresses for different document types, review duplicates, and check created investment or transaction links.

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Set up receiving addresses

Go to Settings > Emails. Choose What emails do for a short explanation of how receiving addresses work. The Receiving addresses list shows your active addresses in alphabetical order, with a purpose note and automation level beside each one. The page uses the available width of your window, giving longer addresses and notes more room. Choose New address, enter a name such as statements, then choose Create. Leave the name blank to generate one. The domain shown beside the name is the receiving domain for your organisation. If a name is already taken, choose one of the suggested alternatives. Use separate addresses and clear notes for broker statements, capital calls, general investment correspondence and tax documents. Use the copy button beside an address to share it with your team or document provider.

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Manage receiving address settings

Choose Manage beside an address to see its creation date, update its note and choose its automation level. Notes save automatically after you stop typing. Saved confirms the change; if saving fails, your note stays available so you can retry. Each address can follow Use organisation default or have its own level. The list shows default beside addresses following the organisation’s level. Organisation default shows a read-only summary of the current automation level. With Guided, it also shows whether new categories and subcategories are allowed. Choose Manage in that section to open its settings, select a level or change the category options. Changes save automatically; Saved confirms the update. Choose Done to return to the summary. The settings you can change depend on your team permissions. You can still view and copy addresses when you do not have permission to manage them. Choose Archive address in the Manage window when an address is no longer used. Archived addresses stop processing new mail, and senders receive an inactive-address notice. Select Show archived to include them in the list, then Manage to Re-enable an address or Delete permanently. Permanent deletion requires confirmation and cannot be undone.

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Save PDF passwords

Expand PDF passwords to see saved entries and when they were last used. Passwords are tried automatically when a protected statement arrives. They are stored encrypted and are never displayed again. Choose Add password, enter the password and optionally add a sender and label. Leave the sender blank to try it for any sender, enter a specific email address, or use *@craigs.co.nz to match anyone at that organisation. Choose Save. Use the remove button beside an entry when it is no longer needed. Only team members with email approval permission can add or remove saved passwords. Everyone else can see which senders have a saved password.

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Review incoming items

The inbox opens with two lanes: Needs you and Handled by the system. The top bar shows an active receiving address, its automation level, a quick Copy action, and a link to manage email settings. The left pane shows the sender, subject, arrival time, and outcome for each email. A recorded transaction amount appears when available. Select an email to see what happened, follow its decision trail, and check the source document alongside. On smaller screens, these sections stack vertically. When one email includes several investment documents, Everywealth shows each document as its own inbox item. Opening any item also shows the other files, documents, and transactions created from that same email, so you can review the whole email package together. Emails without attachments can still be useful. If the investment notice is written in the email body, Everywealth can use that readable message for review. Use the lanes and filters to focus on the right work:

• Needs you: approvals, password-protected documents, and emails where processing stopped. Filter by Approval, Failed, or Password.
• Handled by the system: filed, queued, processing, skipped, and duplicate emails. Filter by Filed, In progress, or Skipped.
• All within either lane shows every loaded email in that lane.

The counts reflect the emails loaded so far. Use Load more emails to include older items when it appears. Each received email appears once, even when it contains several attachments. The row shows the attachment count and highlights any attachment that needs your attention before completed items. Common labels include:

• Needs approval: Everywealth has prepared the item, but a reviewer must approve it before it changes investments.
• Needs review: something could not be matched or read safely.
• Queued: waiting to be processed.
• Processing: currently being handled.
• Filed: handled successfully.
• Duplicate: likely already received.
• Skipped: not suitable for processing.
• Approved: a reviewer has approved the prepared item.
• Rejected: a reviewer decided the prepared item should not be added.

Open an item to review the sender, recipient address, received date, attachment preview, and any created links.

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Search and sort the inbox

Use the search field in the email list to find items in the current lane and filter by sender, subject, message preview, recorded transaction amount, status, receiving address, or linked investment. Switch between Newest and Oldest to change arrival order. Use Refresh inbox to check for updates. Open Needs you to review emails waiting for your input. Switching lanes or filters clears your bulk selection.

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Read an email

The reading pane shows who sent the email, which organisation address received it, when it arrived, and the email message where it is available. Common message formatting is kept where it helps readability, including paragraphs, lists, bold or italic text, safe links, forwarded message headers, and simple row-based layouts. The Records section shows saved documents, linked investments, recorded transactions, news items, and prepared proposals. Proposed records are labelled separately from saved or linked records. Use the email list to move between items. The selected email opens in the reading pane, similar to a standard inbox, while the attachment preview stays available beside it when a source file can be shown. On desktop, scroll through an email and its decision trail without moving the email list or its controls. The email list scrolls separately, while the search field, filters, and inbox lanes stay visible. When you move between emails, the inbox keeps your place in the address bar so browser Back and Forward can return to recently viewed items.

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Follow the decision trail

Each opened email starts with a plain-language outcome. Transactions awaiting approval show Review transaction in the reading pane. The Decision trail then shows what is known about receiving the email, classifying the document, extracting details, matching an investment, checking for duplicates, and deciding what happens next. When a decision reason was recorded, it appears in the trail—for example, an investment match needs review or a new category is needed. Steps that need your attention are highlighted. A missing result is shown clearly; it does not mean a check passed. For password-protected documents, enter the password and choose Unlock and process. You can choose whether to remember it for future documents from that sender. The source preview becomes available once the file is unlocked. Only team members with email approval permission can unlock a document; other team members see a note asking them to pass it to someone who can.

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Manage inbox items

Use the actions at the top of an opened email when an item needs attention.

• Edit email details: update the subject, sender, or readable message shown in the inbox.
• Retry processing: run processing again when an email failed before it created any linked records.
• Delete: remove the email from the inbox.

An email can arrive successfully even if reading an attachment later fails. If a PDF failed because of a temporary processing problem, choose Retry processing once the issue is resolved. Everywealth uses the saved attachment, so you do not need to resend the email. Check the updated outcome before treating the item as filed. If a review item was prepared but could not be opened, choose Prepare review again. Everywealth reopens the prepared item with the proposed investment and transaction filled in, so you can continue from the review rather than entering the details again. You can also select several emails in the list. The selection bar shows how many items can be reviewed or retried. Use Review to open the first selected prepared item, Retry for eligible failed items, Delete to remove the selection, or Clear to start again. Only team members with email approval permission can edit email details, retry processing or delete emails. Everyone else in your organisation can still open and read the emails. Deleting an email removes the inbox item only. Any saved documents, investments, or transactions already created by Everywealth stay in place.

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Discuss and correct a classification

If the AI misunderstood an attachment or skipped a statement that should have been processed, open the attachment and choose Discuss classification.

1. Explain what was wrong and provide any missing information. For example: “This is our monthly fund statement. No trades occurred, but its closing balance should update our holding value.”
2. Choose Send message. The AI responds in the discussion and may ask for a missing detail. The discussion is saved, so you can close and reopen it.
3. Send any further explanation, then choose Retry with this context. Everywealth checks the saved attachment again using your messages and shows the updated result in the email’s decision trail. Sending a message alone does not start processing.

Your messages apply to this attachment only. A later correction takes precedence over something you said earlier. The AI’s own suggestions are not treated as facts when processing the document. For now, this discussion does not automatically create rules for other emails. The discussion shows the previous and new classification once a retry has been classified. A changed classification does not necessarily mean records have been saved: check the email outcome and any items waiting for approval. Only team members with email approval permission can add messages or retry with context. Existing investment matching, duplicate checks and approval settings still apply. Items already processed, linked to records or waiting for approval use their existing review options. Unlock a protected attachment before discussing it, and wait for any current processing or AI reply to finish. If the AI reply fails, your submitted message remains saved and can still be used to retry. The discussion is shared with team members who can view the email and is removed if the email is deleted.

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Preview attachments

When a preview is available, the attachment opens beside the email so you can check the source document without leaving the inbox. The preview shows the selected file in a document-style viewer, with quick actions to open or download the source. For PDFs, scroll through the pages and use Zoom in, Zoom out, or Fit to width to read the attachment. Choose Retry preview if it cannot load. Encrypted attachments become available after you choose Unlock and process. If an email included several documents, use the source tabs in the preview pane or select a saved document in Records to switch between the original attachments and saved documents from that email. Use the attachment buttons beneath the email heading to view each attachment’s processing result, review a prepared item, enter a password, or retry a failed attachment. Editing the email details applies to the whole email. Deleting the email removes all its attachments from the inbox while keeping any saved records. The available sources are:

• Email message: the original email received by Everywealth.
• Original attachment: the file received with the email, available until a saved document is linked.
• Saved document: the document saved into Everywealth after processing. This replaces the original attachment preview, so there is only one document choice for each attachment.

Choose a source tab to switch what is shown. Use Open or Download for the selected source. Close the preview when you need more space, then choose Show preview to reopen it. Searchable PDFs, scanned PDFs, images, spreadsheets, and Word documents can be read during processing. Protected files or unclear scans may still need manual review.

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Check linked transactions

If Everywealth creates or links transactions, the email shows each transaction as a clear record summary. Each card includes the transaction type, investment name where available, date, amount, units, price, fees, and a link to open the transaction record. Always compare important transaction details against the attachment before relying on the result, especially for trades, income, fees, and tax-related documents.

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Choose an automation level

Each organisation has a default automation level. Each receiving address can use that default or choose its own level.

• Full automation: Everywealth can add suitable transactions and create missing investments or categories without asking first. Exact duplicates are skipped. If an investment name is very close to an existing holding but could be a different investment, Everywealth asks for review before saving it.
• Guided: Everywealth handles clear items and asks when a choice is needed. You can choose whether it may create new categories or subcategories.
• Low trust: Everywealth asks before adding new investments.
• No trust: Everywealth asks before adding any transaction.

When Everywealth prepares or adds an investment from an email document, it uses the categories and subcategories set in Investment settings where a suitable match is found. Use stronger review settings for addresses that receive mixed, unusual, or high-impact documents.

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Approve prepared items

You can review a prepared transaction directly in its email, with the source document alongside:

• Approve transaction saves the prepared transaction to your investments. If a new investment is proposed, the review tells you before approval.
• Edit transaction lets you change the type, date, currency, amount, units, price, fees, exchange rate and reference. Income transactions also show income and reinvestment details. Choose Save changes to keep the corrected transaction awaiting approval, or Cancel to discard your edits.
• Deny lets you explain why the transaction should not be added. Choose Deny transaction to record that reason and move the item out of the approval queue. The email remains available for reference.

After a decision, the inbox refreshes its status, decision trail and linked records. Each attachment is reviewed separately when an email contains several documents. Selecting Review in the bulk selection bar opens the first waiting item in the email pane. If another team member changes or decides an item while you are reviewing it, refresh the review before continuing. Your open edits are not silently overwritten. Use More review options to open the full review in Investments > Add investments > Upload documents, including investment matching, categories and detailed tax information. Items that need another review workflow still offer Review in Add investments. If the prepared item is a possible duplicate, use the duplicate comparison in the full review before approving or denying it. The email pane asks you to confirm that you have checked the possible duplicate before approval. Email items are labelled with Email in the full review. The same automation levels also guide portfolio statement reconciliations prepared in the upload review area. These reviews group findings by investment and show missing transactions, missing income, possible duplicates, skipped duplicates, missing investments, and balance differences before approval. Only team members with approval permission can approve or reject prepared email items.

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Notifications

Daily and weekly processing summaries go to organisation owners, administrators, and team members with permission to approve investments. Everywealth shows approval requests in the app notification centre. Users can choose how they want to receive notifications for their organisation, including in-app alerts, immediate email alerts, or quieter digest emails. Open the bell icon to review recent notifications or change notification preferences. You can also open the account-level Notifications page to review notification activity across all organisations where you have received items. Preferences apply to the current user and organisation.

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Understand the result

An incoming item may:

• Create a final document.
• Link to an investment.
• Create or link to a transaction.
• Be marked as a duplicate.
• Require manual review.

If units or other key figures are not clear enough to save safely, Everywealth may leave the item for manual review instead of creating the transaction automatically. For manager reports that show totals for an entire fund, company, syndicate, or partnership, Everywealth uses the units already recorded for your organisation when it can calculate the organisation’s share. It does not use whole-fund units, total assets, investor funds, or underlying assets as the organisation’s own holding. If the organisation’s share cannot be calculated safely, the item is left for review. Very long attachments may be reviewed using the most relevant readable sections. If the key details are too spread out or unclear, Everywealth leaves the item for manual review instead of guessing. Distribution, dividend, or interest notices without a clear payment amount are treated as investment news rather than saved as transactions. A monthly fund statement can update a holding’s value even when no units were bought or sold. If it shows opening and closing balances for one investment, Everywealth uses the closing balance and its date for a revaluation. The statement’s issue date and the change between balances are not the closing valuation. Your automation settings, investment matching and duplicate checks still apply. Statements containing several holdings or actual transaction rows follow the relevant review process. If an earlier monthly statement was skipped because there were no trades, open the email and choose Retry processing to have it checked again. Annual tax summaries, RWT or NRWT certificates, and year-end tax statements are treated as supporting tax records when they only summarise income and tax already reported. Tax reports that also include portfolio movements, holdings, purchases, sales, transfers, or a cash ledger may be used as reconciliation sources instead of creating a single transaction.

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Financial statements and supporting documents

Financial statements create a news item for the matched investment, summarising the reporting period, profit, net assets, borrowing, distributions and material changes. The summary explains the valuation basis and whether the accounts were audited or only compiled. When the figures support a holding value, Everywealth prepares a potential revaluation for approval. This remains a proposal, including with Full automation. Review its date, amount, ownership and source notes before approving it. A property value or the partnership’s total assets is not automatically your holding value: liabilities and your share must be taken into account. Partner or ownership schedules and annual tax statements in the same email can provide supporting evidence. For example, a named partner’s closing balance can help relate the financial statements to that partner’s holding. Other partners’ balances must not be used as your own. The financial summary and source document remain linked to the investment if no safe valuation can be prepared or you decline the proposed revaluation. Approving it links the transaction to the document already saved. A revaluation preserves the units already recorded. If a named investor’s closing balance is clear but its unit count differs from your records, the proposal highlights the difference in its notes. Check the quantity separately before relying on per-unit figures. Source notes explain the basis of the original AI revaluation proposal: the source documents, valuation date, figures used, ownership calculation (where needed), rounding and any assumptions or limitations. A directly reported partner balance is identified as such. These notes are visible during review and remain with the saved transaction under Details. If you edit the proposed figures, the original explanation is retained so you can compare your changes with the source basis. Supporting files, including titles, deeds, tax certificates and partner current accounts, can be filed directly against an existing investment without creating a transaction or news item. Everywealth needs a unique investment match; unclear names or the same investment held by different entities require review. Repeated copies of an already filed attachment are marked as duplicates.

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Choose an investment for an unmatched document

If a financial statement or supporting document cannot be matched, open it in Needs you. The email asks Which investment is this document for?

• Choose existing investment: search for the investment, check the holding entity shown beside its name, then choose Link and continue.
• Create new investment: check the investment name and optional ticker, choose the holding entity, and choose whether to track units or shares, or value only. Select Create and continue. Add a holding entity in Settings first if none is available.

Processing continues for that attachment, including checking for duplicate documents. A supporting document is filed against your chosen investment. Financial statements can also prepare a summary and a potential revaluation, which still needs approval. Everywealth remembers the investment names, tickers and holding-entity names you confirmed from the document. This helps it recognise later documents using those names. If more than one investment still matches, it asks you to choose again. Each attachment in an email is handled separately. Only team members with email approval permission can confirm this choice. Unreadable PDF text is checked using the visible pages. If the document cannot be read completely, processing asks for a clearer or smaller file rather than relying on incomplete financial information. Always review important items before relying on the result, especially where the document affects holdings, cash, income, tax, or reporting.

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Good practice

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When an approval fails

A failed approval stays available for review in both the email inbox and Investments → Add → Upload documents. Open the transaction to edit its details, approve it again or deny it. If gross income, tax and net income do not balance, check those figures against the source document before approving again. Saving edits does not approve the transaction. The Add investments queue refreshes automatically while you work. New email reviews appear without another upload, and items approved or denied elsewhere leave the queue. Your open edits are kept; if another reviewer changes the same item, refresh before submitting it. If a previous attempt may already have saved a transaction, another approval is blocked until those portfolio records have been checked. This prevents adding the same transaction twice. When reviewing an email transaction, choose its transaction type before checking the amounts. Income transactions show the additional income fields. References and notes may be left blank when the source does not provide them.

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Who rejected a prepared transaction

When a team member rejects a prepared transaction, open the email’s Decision trail to see who rejected it, the date and time, and the reason. The prepared transaction details remain under Records so you can check what was rejected. This also applies to items dismissed during investment review. Older items only show the reviewer and date where those details were recorded.