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
Bancolombia emails youat your Gmail or Outlook
Your email forwards itby hand or with a filter
It reaches your Clatri addressa1b2c3d4@inbox.clatri.com- Find your address in Settings → Connections → Email. Each profile (personal, business, project) has its own, so the document lands in the right entity.
- Forward the email with the attached document to that address: by hand or with automatic forwarding (below, for Gmail and Outlook).
- The agent processes it. It appears 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 document, it records or summarizes it.
- You approve. As with any document, the agent shows you what it understood before saving anything.
Create shortcutLog Apple Pay payments, texts and notifications with Shortcuts›‒ ‒ ✉ ‒ ‒ ›Any email, with or without attachments: statements, bills, payment receipts or lab results. Forward it to this profile's address by hand, or set up automatic forwarding. Works with Gmail, Outlook or any email.
Only emails you add can send to this address. To add one, tap + in the top right. This helps prevent anyone else from getting mail to you.
Add and verify the email accounts you forward from, so Clatri knows they're yours.
1 The entry in Settings.
2 Your address; tap it or use the copy button.
3 + adds an account you'll forward from.
4 An unverified account can't send documents yet: tap Verify and enter the 6-digit code you receive.
This is what a forwarded email looks like in the chat:
Your address and why it's safe
The address is unique per profile and only accepts email from accounts you've verified. Even if someone guessed your address, they couldn't push documents into your account: the email is only processed if one of your verified accounts sends (or forwards) it.
So before forwarding, add your email with + on the screen above. 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…).
With automatic forwarding, the one forwarding is your Gmail or Outlook account. That account is the one that must be verified in Clatri, even though the original email comes from the bank.
You can also send emails to Clatri without forwarding them, with a Mail automation and the Record transaction from email action. See Apple Shortcuts.
Password-protected documents
Many statements arrive as password-protected PDFs. Clatri tries to open them using your national ID and passwords available in Settings → Connections → Email → Document passwords. Saved passwords are stored encrypted.
If none works, you can provide the password in chat to open that document. If you also want to reuse it for future documents, ask explicitly, for example: “Save this password for my next statements.” Providing it to open a file does not mean asking to save it for future use.
Passwords are excluded from semantic memory; that does not mean the original message containing them is deleted from chat. A saved PDF password also does not replace the key that unlocks your encrypted data: if that key is only available on your unlocked device, some background operations, including Schedules, may be unable to access the document.
A download, reading, or extraction failure does not always mean the password is wrong. Ask to retry with the existing document; upload it again only if it is no longer available.
Automatic forwarding from Gmail
The most convenient setup is for Gmail to send only the emails you care about (your bank's, your health provider's…) to Clatri, automatically. It takes two parts: authorize the address and create a filter. Do it in Gmail on a computer: the phone app doesn't have these options.
1. Authorize your Clatri address
Click the settings gear, then See all settings:
GmailSearch mail1AOpen the Forwarding and POP/IMAP tab and click Add a forwarding address:
GmailSearch mailATip: You can also forward only some of your mail by creating a filter!
Paste your Clatri address and click Next:
Gmail sends a confirmation email to that address. Since the Clatri address has no inbox, Clatri forwards that confirmation to your own email: open it and click Confirm forwarding (or copy the code it contains and paste it in this same Gmail tab).
That way Gmail doesn't send all your mail, only what the filter in the next step picks. Forwarding everything isn't recommended.
2. Forward only what you care about (filter)
In the search bar, open the search options (the settings icon on the right). In From, type your bank's senders separated by OR, and click Create filter:
GmailSearch mailA1 Your banks' senders, exactly as they appear on their emails. In the example, Bancolombia's and Nu's.
2 Optional: if the bank also sends promotions, limit the filter to emails that say, for example, "statement".
3 Create filter takes you to the second step.
Check Forward it to, choose your Clatri address and click Create filter:
GmailSearch mailADone: every time an email from that bank arrives, Gmail sends it to Clatri and it shows up in your chat. The filter stays in Settings → Filters and Blocked Addresses, where you can edit it to add more senders.
Automatic forwarding from Outlook
In Outlook.com (@outlook.com, @hotmail.com, @live.com accounts):
- Go to ⚙️ Settings → Mail → Rules → "Add new rule".
- Give it a name (for example "Statements to Clatri").
- Condition: "From" → your bank's email (for example,
extractosbancolombia@extractos.documentosbancolombia.com). - Action: "Forward to" → your Clatri address.
- 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.
Just like in Gmail, the Outlook account you forward from must be verified in Clatri (Settings → Connections → Email → Your emails).
What to do when something goes wrong
- The email arrived but wasn't processed → check Settings → Connections → 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 Your 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").
- The filter doesn't forward → check that the address from step 1 was confirmed (the forwarding tab should no longer ask for verification) and that the filter's sender matches the bank's exactly.