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
Section titled “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
Section titled “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 marked the email on purpose with the Flino label (Gmail) or the Flino category (Outlook) (see next section).
Hand emails to Flino via label or category
Section titled “Hand emails to Flino via label or category”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 manually. For these cases, you pull emails in on demand:
- Gmail: create a label called “Flino” once and apply it to the emails you want. Per email or via a Gmail filter; Flino reacts the same way in both cases.
- Outlook: assign the category “Flino” to the email. You create the category yourself the first time you assign it.
Flino fetches marked emails automatically about every 30 minutes, from both mailboxes if connected. With Sync now you trigger the sync immediately. Emails from the last 30 days are considered; in the list, a chip shows the origin (Label for Gmail, Category for Outlook). The notification bell also informs you about every new unassigned email (“New email without assignment”). You then assign the emails to an existing offer as usual; no offers or contacts are created automatically.
What Flino filters out: sent messages, automatic out-of-office replies, and emails from your own address are not picked up during sync.
If no mailbox is connected anymore, the sync shows the hint “No mailbox connected. Please link Gmail or Outlook 365 in settings first.”; see Connect Gmail and Google or Connect Microsoft 365.
What you can do with an email in the inbox
Section titled “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).
Empty state
Section titled “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
Section titled “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
Section titled “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
Section titled “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
Section titled “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
Section titled “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 |