A shared mailbox such as info@ or invoices@ is hard to keep on top of. Who handled what? Has that invoice arrived? Connect the mailbox once, and every incoming email automatically lands in an overview — with the attachments stored separately, the right people notified, and the data already filled in.
“That email was left unanswered, because everyone thought someone else was dealing with it.”
“Do you remember whether that customer has had a reply yet?”
“The attachment is somewhere in an email from three weeks ago.”
As long as it stays an inbox, that won’t change. Only when every email becomes a row in a list can you manage it.
You enter the address of the shared mailbox and choose who should follow it: colleagues and groups within your company, and if you wish external parties too, such as an accountant or a supplier. Offiks.ai makes sure whoever you select gets both the notification and the access.
Offiks.ai puts the emails in one place and the attachments in another. That way an invoice stays an invoice, rather than something hidden inside an email. Both can be new or existing — for an existing one, Offiks.ai simply adds columns such as sender, subject and date.
You decide once what you want to know: supplier name, invoice number, amount, due date. Offiks.ai extracts that data from every email and attachment and fills it in. If a column doesn’t exist yet, Offiks.ai creates it the moment you save.
Any system can store things. The value lies in having something already filled in before you look. If your organisation has AI, that happens with every incoming email and attachment, without anyone having to do anything.
The AI looks at the names of your columns and does its best. If there is a column called “Amount”, it looks for an amount. It works, but it remains guesswork.
If you add for each data point where it is found and what it looks like, accuracy improves noticeably. That is the difference between “usually right” and “something you can rely on”.
You can also have the email become a record straight away: a support question that adds itself as a ticket to your list, an invoice that is ready as a file. Nobody has to retype anything.
Connect one mailbox first, without deciding in advance which data should be extracted. Watch what comes in for a few days. From those real emails you can work out which fields you actually need — and that is almost always a better list than the one you would come up with beforehand. You can always adjust afterwards.
You create the shared mailbox itself in Microsoft, not with us — we connect to an existing one. If you don’t have one yet, it takes minutes for whoever manages your Microsoft environment. And automatic data filling only works if your organisation has AI; without AI, your emails and attachments are still neatly stored and shared, but you fill in the rest yourself.
Tell us about that one mailbox where things always go wrong. In half an hour we will show you what it looks like as a worklist — using your own kind of emails as the example.
Book a demo