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Receiving documents by email

Important documents land in your inbox all the time: your bank statement, a lab result, an invoice, an insurance policy, a payment receipt. Instead of downloading them and uploading them by hand, you can forward them to Clatri and the agent reads, understands and files them for you.

Each of your profiles in Clatri has its own inbound email address. You forward any document there and, depending on what it is, the agent processes it: a bank statement goes to the statement importer, a health document is filed in your medical history, an invoice is recorded as an expense. You just forward; Clatri does the rest.

How it works​

  1. Find your address in Settings → Email → Associated emails. It looks like a1b2c3d4@inbox.clatri.com. Each profile (personal, business, project) has its own, so the document lands in the right entity.
  2. Forward the email with the attached document to that address — by hand, or by setting up automatic forwarding (we explain how for Gmail and Outlook below).
  3. The agent processes it. It shows up in your chat as an email card with the sender, subject and attachment. If it's a statement, it opens the import flow; if it's another kind of document, it records or summarizes it.
  4. You approve. As with any document, nothing is recorded without your confirmation — the agent shows you what it understood before saving anything.

Your address and why it's safe​

The address is unique per profile and only accepts email from the accounts you verified. This matters: even if someone guessed your address, they couldn't push documents into your account, because email is only processed if it's sent (or forwarded) by one of your verified accounts.

So before forwarding, add and verify your email in Settings → Email → Associated emails → +. Clatri sends a 6-digit code to that account; you enter it once and it's authorized. You can verify several (your personal Gmail, your work one, etc.).

tip

When you set up automatic forwarding, the one "forwarding" is your Gmail or Outlook account — so it's that account you need verified in Clatri, even though the original email comes from your bank.

Password-protected documents​

Many statements arrive as a password-protected PDF (your national ID, a bank code, etc.). Clatri tries to open them automatically:

  • Your national ID (tax ID / DNI) is tried by default, without you saving it. You'll see it in Settings → Email → Document passwords.
  • If your banks use a different password, save it there and it'll be tried automatically on every document that arrives. Passwords are stored encrypted.

If none works, the agent tells you in the chat and asks for that document's password — you enter it once and it unlocks.

Automatic forwarding from Gmail​

The most convenient setup is to have Gmail send only the emails you care about (from your bank, your insurer, etc.) to Clatri, automatically. It's done in two parts: authorize the address, then create a filter.

1. Authorize your Clatri address​

  1. Open Gmail on a computer (this can't be done from the phone app).
  2. Go to ⚙️ → See all settings → "Forwarding and POP/IMAP" tab.
  3. Click "Add a forwarding address" and paste your Clatri address (from Settings → Email). Confirm.
  4. Gmail sends a confirmation email to that address. Since the Clatri address is automated, Clatri forwards that confirmation back to your own inbox: open it and tap "Confirm forwarding" (or copy the code it includes into Gmail → Forwarding tab).

2. Forward only what you care about (filter)​

  1. In Gmail, go to ⚙️ → See all settings → "Filters and Blocked Addresses" tab → "Create a new filter".
  2. In "From" enter your bank's sender (for example extractos@bancolombia.com.co, nu@nu.com.co, somos@notificaciones.nequi.com.co). You can list several separated by OR.
  3. Click "Create filter".
  4. Check "Forward it to" and pick your Clatri address. Click "Create filter".

Done: every time a statement from that bank arrives, Gmail sends it to Clatri and it shows up in your chat.

note

If you'd rather forward all your mail (not recommended), in the "Forwarding and POP/IMAP" tab choose "Forward a copy of incoming mail to…". The filter is better because it only sends what's actually a document.

Automatic forwarding from Outlook​

In Outlook.com (@outlook.com, @hotmail.com, @live.com accounts):

  1. Go to ⚙️ Settings → Mail → Rules → "Add new rule".
  2. Give it a name (for example "Statements to Clatri").
  3. Condition: "From" → your bank's email.
  4. Action: "Forward to" → your Clatri address.
  5. Save.

If you use work Outlook (Microsoft 365), the path is similar: Settings → Mail → Rules, or ask whoever administers your email to create the forwarding rule, since some organizations block external forwarding.

tip

Just like in Gmail, the Outlook account you forward from must be verified in Clatri (Settings → Email → Associated emails).

What to do when something goes wrong​

  • The email arrived but wasn't processed → check Settings → Email → Received emails. If it says "Unmatched", the account that forwarded it isn't verified: add it and forward again. If it says "Needs password", the PDF is protected and no saved password opened it — the agent asks you for it in the chat.
  • You forwarded from a new account and it didn't come in → verify it first in Associated emails. For security, Clatri ignores email from unverified senders.
  • The statement came in but the agent misread a transaction → fix it in the import flow before approving, just like any statement.
  • You can't find the Gmail confirmation → Clatri forwards it to your own inbox with a button to confirm; look for it in your mailbox (subject "Confirm forwarding your mail to Clatri").