Offer import (bulk import)

With offer import you create offers from existing PDFs instead of typing them by hand. Flino reads the PDFs with AI (company, contact, email, amount …), you review and complete the data, and turn them into offers. Reachable via Import in the left navigation.

To create a single offer by hand, see Create offer. The Inbox is a different thing: it collects emails you hand to Flino with a Gmail label or an Outlook category, not imported PDFs.

Import PDFs

On the import page (heading “Offer import”) click Import PDFs. In the Capture offers dialog you choose:

• Upload PDFs: one or more offer PDFs from your device (max. 20 files, 20 MB each, PDF only), then Start import.
• Pick from Google Drive: a single PDF from Google Drive (“one-off”; requires a Google connection, see Connect Gmail and Google).
• Create manually: takes you to normal offer creation.

After import, Flino analyzes the PDFs automatically. The list refreshes itself every 5 seconds; use Refresh to reload it right away.

If you upload a file that has already been turned into an offer, Flino skips it and tells you that it was already imported and converted into an offer.

Review and convert

Each imported row shows the file name, the detected company, email, amount, and a confidence value, plus a status:

• Analyzing…: AI extraction in progress
• Ready: data detected, including a valid email
• Email missing: no valid email detected, add it before starting a sequence
• Failed: analysis failed

For Failed rows and for analyses stuck for more than two minutes, the row shows Retry.

Use the filters (All, Ready, Email missing, plus Analyzing and Failed once such rows exist) and search (company, email, file) to stay on top. Click Review to open a row in the Review & complete offer dialog, check the extracted fields, and create an offer with Create offer. While the analysis is running, Review is disabled unless it has been stuck for more than two minutes.

In the dialog, Flino helps like this:

• If details are missing, a notice says so: “Some information could not be detected automatically. Please review the highlighted fields.”
• If the AI could not fill the fields, the banner AI analysis failed appears. Run the analysis again with Restart analysis or enter the data yourself. The dialog also offers Restart analysis when an analysis is stuck (“Analysis is taking unusually long”).
• For status Failed the dialog shows “Analysis failed”; you can still enter the data manually.
• If a field differs from the PDF, Adopt from PDF brings back the detected value.
• The detected address appears as Company address (or Customer address) and can be edited.
• If the company already exists (same name), Flino selects it. If you create a contact whose email already exists, Flino selects the existing contact: “A contact with this email already exists and has been selected.”
• With Start sequence immediately you pick a follow-up sequence (preview via Preview, new sequence via New). This needs a valid contact email.

When taking a row over, the Delivery status is required and deliberately starts without a preselection: Not sent or Sent (has the offer already been sent?). With Sent, Flino also asks for the date (Sent on, prefilled with today). If the choice is missing, the dialog shows “Delivery status missing — has this offer already been sent?”. The Pipeline status is preset to Open; you can also pick Negotiating, Won, Lost, or Expired.

Flino detects, among others, company, contact, email, salutation, amount/currency, offer number, validity, service description, and address, for the recipient, not the sender. The confidence value shows how certain the extraction was.

Offer quota

Every offer you take over uses one place in the offer quota, even when you import an older, already sent offer as Sent. If the quota is used up, Flino does not create the offer and shows a notice that your offer quota for this month is used up (the notice is currently in German). The row stays in the import. If you delete an offer that was never sent, its place is freed again.

Remove duplicates

Owners and admins see a Remove duplicates button when there is more than one entry. It removes PDFs imported twice (same file) from the list.

Good to know

• The AI analysis of the PDFs is free and does not count against your quota. Only creating the offer counts (see above).
• Google Drive import is one-off per file. There is currently no automatic folder sync.
• Flino cannot read PDFs without a text layer (pure scans). Enter the fields yourself in the review dialog.
• A valid email address is required to start a follow-up sequence directly.

Common error cases

Problem	Fix
PDF stuck on “Analyzing…”	After two minutes the row shows Retry; the review dialog offers Restart analysis
”Email missing”	Add the contact email in the review dialog
Banner “AI analysis failed”	Restart analysis or fill in the fields yourself
Offer quota used up	Switch to a larger plan or wait for the next billing period, see Billing