The scanner uses multiple layers to find your receipts automatically — no setup or rules needed on your end.
Where it looks:
- Daily automated scans now pick up new receipts as they arrive — even ones a Gmail filter files or archives straight out of your inbox. They focus on recent mail, so they don't reach back through older mail you archived a while ago.
- Historical scans (first connection, or a manual "scan further back") search all your mail — archived emails and every label included — so older receipts you've already read and filed are still captured. Use these to backfill the past.
- Spam, Trash, and Gmail's Promotions and Social tabs are never scanned, in any mode.
- Once an email has been processed, it's excluded from future scans so nothing gets duplicated.
Folders vs. labels (and why it matters): Gmail doesn't really have folders — what looks like a folder in your sidebar is a label, and "archiving" just means an email leaves your inbox (it still lives in All Mail). The good news: it no longer matters where a new receipt lands —
- A receipt that's in your inbox, labeled, or archived/filed by a Gmail filter on arrival → all picked up automatically by the daily scan, going forward.
- A receipt you archived in the past (before now) → backfill it with a historical scan, which searches all your mail.
- Want an already-archived or filed-away receipt picked up right away without a full historical scan? Apply the "ExpenseBot" label to it — that's a catch-up path that runs on every scan, whether the email is in your inbox or archived.
What it searches for:
- Keywords: Every scan searches for emails containing terms like "receipt", "order", "invoice", "payment", and more — across all senders.
- Trusted senders: Once you process a receipt from a sender (e.g., Amazon, Adobe), the AI learns that sender and automatically includes them in future scans.
- AI classification: Every email found is analyzed by AI to confirm it's actually a receipt (not a marketing email or shipping notification with no charge).
This means:
- Receipts from any sender with "receipt" or "order" in the subject/body are already being searched for — including Amazon, Adobe, and others.
- The more receipts you process, the smarter the scanner gets for your account.
- You don't need to add senders or set up keyword rules — it's automatic.
If something is still being missed, apply the "ExpenseBot" label to the email in Gmail. The scanner will pick it up, process it, and learn from it for next time.
Pro tip: You can use Gmail's built-in filters to auto-apply the "ExpenseBot" label to emails from specific senders (e.g., auto-confirm@amazon.ie). This guarantees those emails get picked up on every scan — no manual labeling needed. In Gmail: search bar → filter icon → enter sender in "From" → Create filter → Apply label "ExpenseBot".