Inbox and offer import

In Flino there are two related but clearly separate areas where things land before they become an offer or a reply: the inbox for emails and the offer import for PDFs. Both are independent entries in the left navigation.

Inbox — unassigned emails

The Inbox tab collects incoming emails that Flino could not match to an existing offer.

Page subtitle: “Incoming emails that could not be matched to an offer.”

When does an email land here

• The email is from an address you don’t have in any offer’s contact list.
• The email doesn’t clearly belong to an active threading context of an offer.
• You labelled the email in Gmail with a Flino label on purpose (see next section).

Catch up on emails via a Gmail label

Sometimes a relevant email never makes it into Flino automatically — for example because it came in via a distribution list, has a different subject, or comes from a thread you keep in Gmail manually. For these cases, you can pull emails into Flino on demand by labelling them in Gmail with a Flino label.

How it works:

1. Create a label in Gmail once. Open Gmail and create a new label called “Flino”. It is a regular Gmail label that you use like any other.
2. Tag the email with the label. Apply the “Flino” label to the email. You can do this per email or via a Gmail filter — Flino reacts the same way.
3. Sync in Flino. Click Sync now on the inbox page. Flino fetches the emails labelled “Flino” from the last 30 days and adds them as new entries to the inbox.
4. Assign to an offer in the inbox. As with any other unassigned email, you can now assign it to an existing offer.

What Flino filters out: SENT messages (your own outgoing), automatic out-of-office replies, and emails from your own address are not picked up during sync.

If your mailbox is no longer connected, the sync shows the hint “Gmail is not connected. Please link Gmail in settings first.” — see Connect Gmail and Google.

What you can do with an email in the inbox

• Assign manually — clicking an email opens a dialog where you assign it to an existing offer. Toast “Email assigned to the offer”.
• Archive — toast “Email archived” removes it from the inbox.
• Sync now — fetches new label-tagged emails (see above).

![Screenshot: inbox with unassigned emails and the Sync button](TODO)

Empty state

Right after a successful sync without new emails: “Inbox is up to date”. When nothing is pending in general: “No open emails — all incoming emails have been assigned.”

Offer import — freshly uploaded PDFs

The Import tab in the navigation leads to the Offer import page. This is where PDFs you just uploaded land — before Flino turns them into offers. It is a review-and-create stage, not an inbox in the classic sense.

What you see

For each entry:

• Status (e.g. Analysing…, Ready, Email missing, Failed)
• File name
• Extracted preview — title, company, contact, amount (if detected)
• Confidence of the AI extraction

What you can do

• Review — opens the review dialog where you correct fields and finalise the offer
• Delete — removes the item from the import
• Retry on status Failed
• Refresh — manual refresh (otherwise Flino polls every 5 s)
• Deduplicate — removes duplicate imports

More details under Create offer in the PDF upload section.

What you see in the header

In the top bar there are also Notifications — a short list of recent events (replies, status changes, send failures). Use Mark all read to clear the dot.

Notifications are not their own inbox — they are a quick view of what is happening right now. Replies live on the respective offer’s detail page.

Common error cases

Problem	Fix
PDF stuck on “Analysing…”	Click Refresh in the offer import; if it takes very long, check whether the PDF was too large
”Email missing” in the offer import	Add the contact email manually in the review dialog
Email shows up in the inbox instead of the offer	Assign manually — Flino does not learn from it, but the offer then has the history