Do I need to leave Gmail to use Sanso?

No. Sanso works from your Gmail inbox, not instead of it. You keep your emails, your habits, and your contacts. Sanso's AI reads your message flow and takes care of sorting, filing, and delivering invoices, which Gmail doesn't do on its own.

How do I connect Gmail to Sanso?

You connect once, during onboarding. You link your inbox and the AI starts analyzing incoming emails to extract invoices. Expect a few days to get up and running, with no interruption to your business.

How does Sanso tell a real invoice from the rest of my emails?

The AI reads every email and every attachment and understands what it's dealing with: invoice, quote, contract, reminder, greeting card. Only real invoices get captured and sent to your accounting tool. Duplicates are spotted and set aside.

Does Sanso read all my emails?

The AI focuses on identifying financial documents in your inbox. It relies on message context (sender, subject, body) to file invoices more accurately, but the service stays scoped to finance operations. Sanso is GDPR compliant and CASA certified by Google.

Where do Gmail invoices go once captured?

They land, already categorized, in your accounting tool: Pennylane, Tiime, Axonaut, or Xero. The AI extracts the key information (amount, VAT, supplier, date) and delivers structured data, with no re-keying on your part.

What about invoices that never arrive by email?

The AI knows which ones should have arrived and chases the suppliers on its own to retrieve the missing ones. And for documents that only live on a supplier portal, [an AI agent logs in and downloads them](/en/features/web-invoice-capture).

Do I keep control over what Sanso does?

Yes, completely. Everything the AI handles stays visible in your Gmail and in your accounting tool. Nothing happens behind the scenes, and you keep the final say on the decisions that matter.

Yes. Sanso is GDPR compliant and hosts data in the European Union. Since the service operates from your existing tools, your data stays where it is, with controlled, traceable access. Sanso is also CASA certified by Google for access to Google Workspace data.

How much does Sanso cost on top of Gmail?

Sanso runs on a flat monthly fee, based on your volume of operations rather than per transaction. Expect between $300 and $2,000 per month, with no commitment: you can stop whenever you want.

Does Sanso work with the rest of Google Workspace?

Yes. Beyond Gmail, the AI [files your documents in Google Drive following your naming conventions and fills in Google Sheets](/en/integrations/google-workspace) from the extracted data. Sanso also connects to your accounting and banking tools (Pennylane, Tiime, Axonaut, Xero, Qonto, Revolut Business).

Gmail Integration: Capture Invoices by Email

Gmail Centralizes Your Conversations. Your Invoices Are Still Yours to Sort

Gmail is probably the tab you keep open all day. Everything lands there: client messages, supplier reminders, notifications by the dozen, and somewhere in the middle, your invoices. For most small businesses, the inbox has become the real front door to accounting. Energy bills, SaaS subscriptions, a service provider's bill — it all comes through there, as an attachment or a link. Working out of Gmail is a good call: fast, reliable, accessible from anywhere.

How many hours a month do you spend sorting invoices in Gmail?

Sanso puts AI in charge of your inbox: it reads, sorts, and files your invoices while you focus on running your business.

Book a Call

The problem isn't Gmail. It's what comes next. An invoice that lands in your inbox doesn't file itself. Someone has to open it, check that it's an invoice and not a quote or a reminder, download it, rename it, then drop it into the accounting tool. Do the math on dozens of documents a month, add the ones that get lost in an email thread or never arrive at all, and that's the invisible work weighing down your month-end close.

I'm Amalia Bercot, co-founder and CEO of Sanso. That work is exactly what we take off your plate. Sanso is an AI-powered finance operations service: our Gmail integration reads your inbox for you, spots the real invoices, understands their context, and delivers them to the right place in your accounting tool, without you having to open a single email.

What Sanso Adds to Your Gmail Integration

Sanso isn't another tool to learn, and it doesn't replace Gmail. It's a service that works from your inbox, on your behalf. AI is the engine: it scans your incoming emails and sorts out what's a real invoice versus a quote, a contract, or a greeting card, sets duplicates aside, and sends the right document to your accounting tool.

What sets this apart from a basic auto-forwarding rule is understanding. Typical email capture tools import any attachment as if it were an invoice, without even reading it. Sanso's AI reads the whole message: the sender, the subject line, the body. It grasps what it's looking at before deciding what to do with it. A payment reminder doesn't get mistaken for a new invoice. A quote doesn't end up in your expenses. And if an email only vaguely mentions a project, the AI ties the document to the right file based on the message context and history.

Everything the AI handles stays visible where you already look: your emails in Gmail, your invoices in your accounting tool. Nothing hidden, nothing living in some parallel interface you'd have to learn. Sanso is also CASA (Cloud Application Security Assessment) certified by Google, the framework that governs access to Google Workspace data.

How Sanso and Gmail Work Together

Automatic Invoice Capture from Gmail

The moment an invoice lands in your inbox, Sanso's AI spots it. It combs through every email and every attachment, identifies the real invoices in everything that comes through, and sends them straight to your accounting tool. Nothing to open, nothing to download, nothing to rename. The Gmail invoices that used to get buried at the bottom of a thread are now caught as they arrive.

Contextual Reading of Every Email

An invoice is more than an amount and a date. Sanso's AI reads what surrounds it: who's sending, about what, in which thread. It uses that to refine categorization and pick the right action. Take one supplier billing across two separate projects, an attachment in a foreign language, or an invoice covering several engagements: the AI works out the situation and calculates, say, the exact cost allocation. Your cost accounting becomes usable, with no data entry on your part.

Chasing Suppliers for Missing Invoices

Some invoices never reach your inbox, or take their time getting there. Sanso's AI knows which ones should have arrived and haven't. It chases the suppliers in question on its own to retrieve the document, so your books are complete at closing, with no gaps and nothing forgotten.

Your inbox shouldn't be your accounting software

With Sanso, AI catches every invoice that arrives by email and delivers it to the right place in your accounting tool, with zero data entry on your part.

Book a Call

Filing and Delivery into Your Accounting Tool

Once an invoice has been read and understood, the AI extracts the key information (amount, VAT, supplier, date, purchase order number, line items) and delivers structured data where you work: Pennylane, Tiime, Axonaut, or Xero. No re-keying. The document lands in the right place, categorized to match your chart of accounts, ready for the bank reconciliation that follows.

Beyond Gmail: Portals and WhatsApp

Not all your invoices arrive by email. Some sit on a supplier's portal (OpenAI, Amazon, your energy provider, a SaaS tool), others reach you by message. Sanso's AI goes and gets those too: an agent logs into supplier portals and downloads the invoices for the right period, and any document sent to a dedicated WhatsApp channel gets imported automatically. Your Gmail integration becomes one channel among several, in a collection process that lets nothing slip through.

Who This Gmail Integration Is For

Owners of SMBs with 5 to 50 employees who still handle invoices by hand from Gmail, or who pass the chore on to someone who already has plenty to do.
Office managers and assistants who lose part of their week to it, sorting the inbox, downloading documents, and filing them in the accounting tool.
Companies hesitant to hire a dedicated finance person: invoice volume is climbing, but doesn't yet justify a full-time role.
Businesses with demanding cost accounting (consulting agencies, construction, startups) that want every invoice received by email tied to the right project, automatically.
High-document-volume companies (e-commerce, real estate, fleet management) whose inbox overflows with invoices and paperwork to process every day.

What Changes for You

Before: You open every email to see whether an invoice is hiding inside. After: The AI reads your inbox and spots the real invoices on its own.
Before: You download, rename, and file every document into your accounting tool. After: The AI extracts the data and delivers it to the right place, with no re-keying.
Before: Invoices get lost in an email thread or never arrive at all. After: The AI catches them as they come in and chases suppliers for the missing ones.
Before: A quote or a reminder ends up in your expenses by mistake. After: The AI tells each document type apart and sets duplicates aside.
Before: Cost categorization waits until someone has the time. After: It happens at read time, based on the email's context.

Connect Gmail to Sanso

You keep Gmail. You keep your habits. Sanso just adds the service that gets the work around your inbox done, with AI running it: it reads your emails, spots the real invoices, understands them, files them, and delivers them into your accounting tool, without a single entry on your part. Onboarding takes a few days and disrupts nothing.

Book a call to see exactly how Sanso's Gmail integration can clear the invoices out of your inbox, automatically, without you having to think about it.

Sanso + Gmail: Your Invoices Captured from Your Inbox