USE-CASE: PRACTICE
Every practice knows the month-end ritual: emailing clients for missing invoices, receiving a zip of photos, re-keying the lot. MailTract replaces it with a read-only scan of the client's own inbox and a ledger you can work from immediately.
Every document arrives VAT-validated (Net + VAT = Gross, ±£0.02), deduplicated by file hash, with supplier VAT numbers captured. Anomalies land in a dedicated exceptions sheet — not hidden in the totals.
Each ledger row links back to its source email and carries a SHA-256 hash plus extraction timestamp. When a figure is queried — by you, the client, or HMRC — the provenance is one click away.
Deliverables are working papers, not a black box: a 5-sheet Excel workbook your team can review and adjust, or draft expenses pushed to AccountantUK / KsięgowyUK for approval inside the books.
Access is engineered for client trust: Gmail is connected with Google's read-only scope, IMAP is TLS-only, and credentials are AES-256-GCM encrypted at rest with instant wipe on disconnect. Clients grant access to their own mailbox themselves — you never hold their passwords.
The human stays in charge. MailTract never posts anything into the books directly: documents are reviewed and approved, and even then they arrive as draft expenses for final sign-off. Nothing is silently dropped; anything the engine is unsure about is flagged for review with the original document alongside.
🔒 Read-only access. GDPR compliant. We never send, alter, or delete your emails.