FAQs

Gennai finds every supplier invoice and receipt that reaches your business, reads it with AI, and keeps it filed with its payment status up to date. It is built for small and medium businesses, agencies, and the accountants who work with them: anyone who receives invoices by email and does not want to chase them one by one. It works in English and Spanish, and is used by businesses in the United Kingdom, Australia, the United States, Spain and Latin America.

Connect Gmail, Outlook or any IMAP inbox once and Gennai checks it every hour for new invoices. It reads PDF attachments and also invoices written inside the body of an email, photos of paper receipts and invoices that arrive as spreadsheets. Anything that does not arrive by email you can forward to your private Gennai address, share from Slack, or upload yourself, one file or many at once.

Supplier name and country, invoice number, issue and due dates, currency, subtotal, tax and total, and the individual line items. It also reads the tax identifiers of both sides (VAT, GST or company registration numbers), the purchase order number when the document carries one, the company the invoice was addressed to, and any sign that it was already paid. Everything the AI reads is kept with the invoice, so a field that is not shown in the table is not a field that was lost.

Capturing it is only the start. Gennai keeps every invoice in one place with its payment status up to date, so your accounts payable are always current: what is paid, what is still owed, and what is due next. It also categorizes each supplier the way your accounting software already does, matches your bank statement against the invoices it captured, and sends them to Xero, QuickBooks Online or Holded with the original document attached.

Yes. Every field is editable in place: click the value, type the correction, and it saves. Line items can be corrected row by row, and the document total is never rewritten by an edit to a line, so a correction can never quietly change what you owe. The original file is untouched and always one click away, next to the data extracted from it.

All your invoices live in one table, with views for All, To pay, Paid, Review and Archived. You can search, filter by date, supplier, currency, amount, tags or export status, add your own tags, and open any invoice next to its original document. When you come back, Gennai groups what arrived since your last visit so you can go through it in one pass and approve everything still pending in a single click. Bulk actions let you tag, mark as paid, export or archive many invoices at once, and every view can be exported to CSV or Excel.

To pay holds the invoices that still create a debt, with the ones that fell due before Gennai started tracking your payments folded into a Historic group that stays one click away. Paid holds everything with evidence of payment, plus documents that are not a debt, such as receipts you paid on the spot and credit notes. Review collects invoices that need a human decision, for example a possible duplicate or a document whose type is unclear. Archived is where anything you set aside goes, and archiving never deletes.

From evidence, never from a guess. The document itself often says it: a receipt or a card payment confirmation arrives already paid, while a bill with a due date does not. On top of that, an invoice is marked paid when it goes into a bank payment file, when your bank statement confirms it during reconciliation, or when you mark it yourself. Gennai records where each verdict came from, and when there is no evidence it leaves the invoice unpaid rather than assuming.

Yes, on three levels. The same email is never processed twice, an identical file is rejected the moment it arrives no matter which channel it came through, and two different files describing the same invoice (same supplier, same amount, same number) are flagged as a possible duplicate. That last case is a warning, not an automatic deletion: Gennai shows both invoices side by side with what matches highlighted, and you decide.

It is not saved as an invoice, and the credit goes back to your balance, so a newsletter or an order confirmation never costs you anything. Gennai goes by what the document is, not by who sent it: order confirmations, remittance advices, booking confirmations and payment reminders are not invoices even when they carry an amount. Statements are captured only when they contain new charges for the period.

Yes. There is a search box over supplier, invoice number and amount, filters for date range, supplier, currency, amount, tags, export status and payment status, and your own tags, which AI rules can apply automatically as invoices arrive. Any filtered view can be exported to CSV or Excel with the columns you choose.

Yes. You can connect several Xero organizations or several QuickBooks Online companies to the same workspace, and each invoice is routed to the entity it belongs to. Accountants get a client portal instead: one login, a list of client companies, and a switcher to move between them without logging out.

Gmail and Google Workspace, Outlook and Microsoft 365, and any IMAP mailbox, including iCloud, Yahoo and Zoho. Beyond email, every workspace gets a private forwarding address, and you can send invoices from Slack, WhatsApp or Telegram, upload PDFs one at a time or in bulk, and photograph a paper receipt. Every channel goes through the same extraction and the same duplicate checks.

Yes. Every workspace has its own private address at inbox.gennai.io. Forward an invoice there and it is processed like any other, with the same extraction and the same duplicate checks. Plenty of teams use it as their only channel: no mailbox connected and no consent screen, just a forwarding rule for the suppliers you already know or a manual forward when something arrives.

Pick the inboxes and the date range, and Gennai works back through them for the invoices you received and never filed. It runs in the background, so you can keep working while your history fills in, and you can watch the progress. Everything it finds goes through the same duplicate checks, so a retroactive scan cannot create copies of invoices you already have.

Yes, and it is what separates it from a simple attachment collector. Plenty of suppliers write the invoice into the body of the email and never attach a file. Gennai reads those too and turns them into a document you can file, review and export like any other. Photos of paper receipts and invoices that arrive as spreadsheets are handled the same way.

When you connect Xero or QuickBooks Online, Gennai reads your chart of accounts and suggests the account and the tax rate for each invoice, based on the supplier and the line items. Without an accounting integration you still get an expense category, such as software, travel or office, which drives the analytics and travels in the export. Suggestions are visible before anything is sent, and you can override any of them.

Yes, if you connect Xero or QuickBooks Online. Gennai reads how each supplier was coded in your own past bills and uses that as the default for the next invoice from the same supplier, so the coding matches the decisions your bookkeeper already made. It is your own history, inside your own account: it is never used to train AI models and never shared with other customers.

Upload a bank statement as CSV or Excel and Gennai lines every charge up against the invoices it has captured. What matches unambiguously is confirmed as really paid, what is uncertain comes to you as a suggestion, and what has no invoice behind it is reported as a gap. Nothing changes silently and every decision can be undone. The closing report is auditable: one block per currency, and the sections always add up to the statement.

Every charge on the statement is proof that a payment happened. When a charge cannot be matched to any invoice you have, Gennai reports it as a gap, with the date, the amount and the counterparty, so you can see exactly which supplier documents are missing before you close the month. Income, fees, currency conversions and payroll are set aside rather than counted, and the report says so, so its totals still reconcile with what your bank sent you.

Rules are written in plain English or Spanish and applied as invoices arrive. The common ones: rename a supplier so it matches the name your accounting software uses, tag invoices from a given supplier automatically, set which of your companies is the buyer when several share one mailbox, or exclude a supplier you never want captured. Rules apply to new invoices, and you can switch any of them off at any time.

Xero, QuickBooks Online and Holded, with the supplier matched, the account and tax rate filled in, and the original document attached to the bill. Invoices can also be synced to Google Drive or OneDrive, filed by year and month, and pushed to a Google Sheet that stays up to date. For anything else there is CSV and Excel export with the columns you choose, plus ABA files for Australian batch payments.

The supplier, the invoice number, the issue and due dates, the currency, the line items with their accounts and tax rates, and the original document as an attachment. Bills are created on the net amount with tax stated separately, and every total is reconciled to the cent before anything is sent. In Xero, bills arrive as drafts for you to approve. In QuickBooks Online, they are created directly, because the platform has no draft state for bills.

Spend by category and by supplier, the trend against last month and against the same period last year, a forecast for the current period, recurring expenses detected from your own invoices, and your exposure by currency when you buy in more than one. Everything is calculated from the invoices Gennai captured, so the numbers move as your inbox does.

Free covers 10 invoices a month and 2 connected inboxes, which is enough to watch the product work on your own mail. Starter at $12 a month fits freelancers and solo businesses up to 75 invoices. Growth at $29 a month is where most small teams land: 250 invoices, 15 inboxes, bank reconciliation and automatic export to your accounting software. Business at $79 a month is for agencies and finance teams at 750 invoices a month. The AI extraction is identical on every plan: what changes is capacity, and reconciliation and automatic export from Growth up.

Ten invoices a month, 2 connected inboxes, automatic scanning, the full invoice dashboard and CSV export. No credit card to start and no time limit: it is free forever, not a trial. If you upgrade later, everything you already captured stays exactly where it is.

One credit is spent per invoice Gennai actually captures for you, and only after it has confirmed the document is a real invoice. Anything rejected as not an invoice, and anything caught as a duplicate, returns the credit. Editing, tagging, exporting and re-exporting are free, and so is everything you do to an invoice after it lands.

Capture pauses and nothing is lost: the emails stay in your inbox and Gennai picks up where it left off as soon as you have credits again. Gennai emails the account owner when that happens, so nobody finds out weeks later. You can either move up a plan or buy a one-time credit pack, and your monthly allowance resets on your billing date.

Yes, on any plan, including Free. Packs go from 20 credits for $5 to 500 credits for $59, and the price per invoice drops as the pack grows. They are a one-time purchase, not a second subscription, and they never expire.

Your monthly allowance does not roll over: it resets on your billing date. Credit packs are the opposite and never expire. Gennai always spends the monthly allowance first and only touches pack credits once it runs out, so buying a pack early never wastes it.

Free includes 2, Starter 5, Growth 15 and Business 50. An inbox is any Gmail, Outlook or IMAP mailbox you connect, you can mix providers freely, and you can add or remove them at any time. Your forwarding address, Slack and manual uploads do not count against that limit.

Bank reconciliation is included on Growth and Business. Reconciling a statement does not spend invoice credits: what sets the ceiling is your invoice allowance, since reconciliation works against the invoices Gennai has already captured for you. On Starter or Free, moving up a plan turns it on straight away, with the statements and invoices you already have.

Yes, from your account settings, with no phone call and no notice period. Upgrades take effect immediately and you are charged only the difference for the rest of the cycle. Downgrades and cancellations take effect at the end of the period you already paid for, so you keep what you bought until then. Moving from yearly to monthly billing is the one exception: it applies straight away, a new cycle starts that day, and the time left on the yearly plan is not refunded. Gennai spells that out on screen and asks you to confirm before anything is charged. Your invoices stay in your account whichever route you take.

Paying yearly saves up to 25% against the monthly price, and the whole annual allowance is released at once instead of month by month. On Starter that is 900 invoices available from day one, which is what you want if your volume is seasonal or if you are importing years of history. The subscription renews every twelve months and can be cancelled at any time.

If 750 invoices a month is not enough, or you need more inboxes than Business includes, we price it around your volume. Everything in Business is included. Write to us from the support page with a rough number of invoices a month and how many companies you run, and we will come back with a quote.

Payments are handled by Stripe, which is PCI DSS Level 1 certified, so card details never touch our servers. All major credit and debit cards are accepted. Plans are priced and charged in US dollars: if you hold another currency, your bank converts at its own rate.

For Gmail, read-only access to your mail, plus permission to create files in Google Drive, which is used only if you turn on Drive sync and only reaches files Gennai itself created. For Outlook, read-only access to your mail. Nothing else is requested, and you can revoke either one from your Google or Microsoft account without touching Gennai.

No. The access Gennai asks for is read-only, so sending, deleting, moving or editing a message is not something it can do. That is a property of the permission itself and not a promise: Google and Microsoft would refuse the attempt.

Gennai looks at the messages that arrive in the mailboxes you connect, because deciding whether something is an invoice means reading it: plenty of suppliers write the invoice into the body of the email and attach nothing. What it keeps is only the invoices. Everything else is discarded on the spot, message bodies are never written to our logs, and they are never used for anything other than finding your invoices.

The invoices themselves: the original document, everything extracted from it, and the tags and decisions you add. Around that, only what the service needs to work: the identifier of each message already checked, so the same email is not processed twice, and short-lived technical records of how a document was classified, kept for 90 days and then deleted. We do not store the contents of emails that are not invoices.

Everything travels over TLS and is encrypted at rest with AES-256. Access tokens, IMAP passwords and API keys get a second layer on top, encrypted with a key that lives outside the database, and they are destroyed the moment you disconnect an integration. Original documents are stored separately from the extracted data, and every query in the product is scoped to the company you are working in.

No. Your invoices and your email data, including anything obtained through Google or Microsoft APIs, are never used to develop, improve or train AI or machine learning models, and they are never sold or shared. They are used only to provide the service inside your own account.

Yes. Forward invoices to your private Gennai address, share them from Slack, or upload them yourself, and you will never see a consent screen. Connecting a mailbox is what lets Gennai run unattended, but it is optional, and it can be undone in one click at any point.

Only the people you invite. Team members and any external accountant you add see that company and nothing else, because every query in the product is scoped to the company you are working in. On our side, access is limited to what is needed to answer a support request you opened, and we never connect to a customer mailbox without explicit permission.

Your invoices stay as long as your account is open, because they are your accounting records. Behind them, the record of which emails were already checked is kept for 18 months and the technical classification records for 90 days, then deleted automatically. If you close your account, your data is deleted within 30 days, except for the billing records we are required to keep.

Scanning stops immediately, and the stored credential is destroyed in the same operation rather than just marked inactive. The record of which messages from that mailbox had been checked goes with it. The invoices already captured stay in your account, because they are your records, and you can delete any of them individually.

Every connection token is revoked, your invoices and their documents are removed, and the account is closed. Deletion completes within 30 days, and you can request it at any time from your settings or by writing to privacy@gennai.io. Records tied to billing and payment disputes are kept for up to 12 months, as the privacy policy explains.

Gennai is CASA Tier 2 verified through the App Defense Alliance, assessed by an independent lab, which is the review Google requires for restricted access to Gmail. It is GDPR compliant, with data export and deletion available on request, and its use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Payments run through Stripe, which is PCI DSS Level 1 certified.

Sign up with your email or with Google and your workspace is created on the spot. Setup is two steps: connect an inbox or start forwarding invoices, and, if you use one, connect your accounting software. The first scan starts on its own, and you can run a retroactive scan the same day to bring in your history.

From your settings, choose Gmail, Outlook or IMAP. Gmail and Outlook use their own consent screen, so Gennai never sees your password. IMAP asks for the server and an app password, which is stored encrypted. In every case the connection is read-only and can be removed in one click.

Yes, up to your plan limit: 2 on Free, 5 on Starter, 15 on Growth and 50 on Business. You can mix Gmail, Outlook and IMAP in the same workspace, they are scanned independently, and removing one never touches the rest or the invoices it already brought in.

Each account owns one workspace, and there are two ways to work with more than one company. If they share a mailbox and an accounting system, connect several Xero organizations or several QuickBooks Online companies to the same workspace and each invoice is routed to the entity it belongs to. If they are genuinely separate businesses, each gets its own workspace and you can be invited into the others, which is how the accountant portal works. Write to support if you are not sure which one fits.

Yes. Invite them from your settings and each one gets their own login, so nobody shares a password. A member does the day to day work: invoices, integrations, team and credits. What stays with the owner is the subscription, the card and deleting the workspace. Plans are priced by invoice volume, not per seat.

Yes, with their own login rather than your password. External accountants get full access to invoices, export and the accounting integrations, which is what closing a month actually requires. The one thing they cannot do is connect or disconnect your mailboxes, because the mailbox is personal to you.

If you belong to more than one workspace, a switcher appears at the top of the sidebar with all of them listed. Pick one and the whole dashboard reloads into it: invoices, inboxes, integrations and settings. Accountants see a client list instead, with the invoice count and the last activity for each client.

Your profile, company name and language are in your settings. The card, the receipts and the subscription itself live in the Stripe billing portal, which opens from the same place and is where you change your card, download invoices or cancel. Billing is available to the workspace owner.

First check Archived and the Review view, since it may have been captured and set aside rather than missed. If it is genuinely absent, forward the email to your Gennai address and it is processed straight away. Then tell support the sender and the date: a missed capture is a bug we want to see, and it is how the detection improves.

Correct it in place: every field is editable and the change saves as you type, so your export is right even before we are. If the same supplier keeps coming out wrong, an AI rule fixes it for good, for example renaming the supplier to the name your accounting software uses. Send it to support as well: with the original document we can see why it read the way it did.

Every request is answered within 24 hours on business days, Monday to Friday, and most are resolved the same day. That is the same on every plan, including Free.

Write to support@gennai.io, use the form on the support page, or open the chat in the bottom right corner of the dashboard. If it is about a specific invoice, telling us the supplier and the date is usually all we need to find it.