Overview
When you have your Gmail or Outlook connected to Tesorio, the system automatically links incoming emails and outgoing to the correct customers and invoices. When an email is received, the system analyzes its content, subject line, and attachments to try and find a perfect match with your existing customers and invoices in Tesorio.
Before attempting a new match, the system quickly checks a cache to see if a result was recently computed for that message and filters out system emails (like mailer-daemon).
You can also find these in the relevant Invoice and Customer record on the respective Workspace.
Matching Strategies
Tesorio uses the following strategies to link an email to your records.
Invoice Number Matching
This is designed to link emails directly to one or more specific invoices.
The system extracts invoice numbers and PO numbers from the email's subject line, body text, and PDF attachment filenames. It uses a variety of patterns to find these numbers (e.g., "INV-12345," "Invoice 67890," "Payment for invoice-ABC123").
Contact Email Matching
This strategy leverages the specific email addresses involved in the conversation. It checks the From, To, CC, and BCC email addresses against the contact emails associated with your customers and invoices.
Approaches:
Invoice Contact Match: Links to specific invoices with a matching contact email.
Customer Contact Match: Links to a customer when an exact email match exists.
Domain-based Matching
This is a broader strategy used when an exact email address match isn't found.
How it works: The system extracts the domain name (e.g., companyname.com) from all email addresses and attempts to match it against domains found in your customer/invoice contact lists.
Logic:
Only matches if all results found belong to the same customer.
Result: Links to the customer.
Salesforce Integration
If you use Salesforce and have integrated it with Tesorio, the system can use this data for matching.
How it works: Tesorio extracts Salesforce Account IDs (starting with 001...) or Contact IDs (starting with 003...) that appear in URLs within the email body. It then matches these IDs against the Salesforce ID fields on your customer records.
Automatic Team Assignment
Once a match is found, the system links the Email Thread to the correct Customer and/or Invoice in Tesorio.
The system will automatically assign team members to the email thread based on your existing assignments:
The team member assigned to the matched Customer.
The team member assigned to the matched Invoice(s).