Question 1

Which email providers does DocStreamAI support?

Accepted Answer

DocStreamAI monitors both Gmail and Outlook. That covers personal Gmail and Google Workspace on the Google side, and Outlook.com and Microsoft 365 on the Microsoft side. Once an inbox is connected, invoices, receipts, and credit memos are picked up as they arrive, with nothing to forward.

Question 2

What is my organization's intake email address?

Accepted Answer

Every organization in DocStreamAI gets its own unique intake address on inbound.docstreamai.com. You will find it on the Integrations page, in Settings under your profile, and on the Dashboard, with a button to copy it. Invoices and receipts emailed or forwarded to that address as file attachments are classified and extracted just like mail from a connected inbox. It is useful for documents that arrive somewhere DocStreamAI is not watching: a mailbox nobody connected, a vendor portal download, or an invoice a colleague received.

Question 3

Does someone have to forward every document, or can DocStreamAI watch the inbox itself?

Accepted Answer

DocStreamAI watches the inbox itself. Forwarding is the fallback, not the default. Once a Gmail or Outlook inbox is connected, new invoices and receipts are captured automatically without anyone remembering to forward anything. The intake address and direct upload are there for the documents that arrive outside a connected inbox, so capture never depends on a single mailbox.

Question 4

Who connects the inbox, me or the person whose mail it is?

Accepted Answer

Inbox connections in DocStreamAI are per user, so each person whose mail should be watched connects their own Gmail or Outlook account. That is a deliberate constraint of OAuth2: the account holder grants access through Google's or Microsoft's own consent screen and can revoke it at any time. If you are an accountant and invoices come to you directly, you can connect your own inbox inside the client's workspace as well.

Question 5

What does DocStreamAI do with emails that are not invoices or receipts?

Accepted Answer

DocStreamAI classifies every message it sees and acts only on the financial ones. Each email is sorted into invoice, receipt, credit memo, or other, and only the financial documents move on to extraction and sync. The result is written back to the mailbox so you can see it without opening DocStreamAI: as a color-coded label in Gmail, and as a category in Outlook. Those markers also cover internal mail and emails that carry more than one document.

Question 6

Can I upload a document directly instead of emailing it?

Accepted Answer

Yes. DocStreamAI accepts direct uploads from the app for one-off documents such as a photographed receipt or a PDF you downloaded from a vendor portal. Uploaded files go through the same classification and AI extraction as email-sourced documents, and land in the same review queue before syncing to QuickBooks Online or Xero.

Question 7

Can I stop DocStreamAI from posting to QuickBooks or Xero without my approval?

Accepted Answer

Yes. Approval is set per accounting connection: require manual approval, let DocStreamAI submit automatically, or set it per vendor so vendors you trust flow through while everything else waits for you. Documents always land in DocStreamAI first, so nothing reaches your books that you have not configured it to send. Documents you upload directly always get one human confirmation before they can be submitted, whatever the setting.

Question 8

Will DocStreamAI create a duplicate bill if the same invoice arrives twice?

Accepted Answer

DocStreamAI runs duplicate detection before submitting to your accounting software. The same invoice arriving twice, for example once directly from the vendor and once forwarded by a colleague, is recognized rather than booked a second time. This matters most when an inbox is connected and the intake address is in use at the same time, which is exactly when the same document tends to come in by two routes.

Question 9

Does DocStreamAI use the vendors and expense accounts I already have set up?

Accepted Answer

Yes. DocStreamAI matches each document against the vendors and categories already in your QuickBooks Online or Xero account instead of keeping a separate vendor list of its own. When a vendor genuinely is not there yet, it is added to your accounting software rather than held apart from it. You can pin a vendor to a specific expense category and funding account so it is coded the same way every time, or let the AI categorize it. Either way, bills and expenses arrive in your books already coded.

Question 10

Can I use DocStreamAI with both QuickBooks Online and Xero?

Accepted Answer

Yes. DocStreamAI supports QuickBooks Online and Xero, and the accounting connection is made per organization. A firm running some clients on QuickBooks Online and others on Xero can handle both from the same DocStreamAI account, with each client's documents syncing to that client's own accounting file. The capture and extraction workflow is identical; only the destination changes.

Question 11

What happens if the AI reads something on the document incorrectly?

Accepted Answer

Every document lands in DocStreamAI before it reaches your books, so an extraction can be reviewed and corrected first. DocStreamAI pulls the vendor, dates, line items, totals, and tax from each invoice and receipt, and shows you that data next to the original document. If you have set a vendor to submit automatically, it goes straight through, which is why per-vendor control exists: turn it on for the vendors whose documents are consistent, and keep review on for the rest.

Question 12

Do my clients need a DocStreamAI login?

Accepted Answer

It depends on which part of the workflow they take part in. A client who only needs to get documents to you never logs in: they email or forward invoices and receipts to the organization's intake address from whatever mail client they already use. A client whose own inbox should be monitored does need an account, because connecting Gmail or Outlook happens through the DocStreamAI app under their own login and their own consent screen. So you can run a client entirely without giving them a login, as long as you accept intake by email rather than live inbox monitoring on their mailbox.

Question 13

Can one accountant manage documents for multiple clients?

Accepted Answer

Yes. DocStreamAI is multi-tenant, so a firm works across many client organizations from a single account. Each client organization has its own connected inboxes, its own intake address, and its own QuickBooks Online or Xero connection, and documents are captured, classified, and extracted inside the organization they belong to. Vendor and category matching happens against that client's records, so the same vendor name maps to the right account for each client instead of bleeding across files.

Question 14

What happens to documents that arrive before a client is fully set up?

Accepted Answer

They are captured and held rather than lost. The intake address is generated as soon as the client organization is created, so once the organization exists you can start collecting. A document that arrives before the QuickBooks Online or Xero connection is finished is still classified and extracted, and it waits in that client's workspace until the connection is in place and you approve it.

Question 15

How is this different from asking clients to use a document portal?

Accepted Answer

The difference is where the client does the work. A portal asks the client to change habits, log in, and upload. DocStreamAI's intake address meets them in email, which is where their invoices and receipts already are, so sending a document is a forward rather than a new workflow. DocStreamAI itself is still an application you and your staff log into, and it is where documents are reviewed, corrected, and approved before syncing. The point is that the client does not have to be the one logging in.

Question 16

How does DocStreamAI get access to my inbox, and can I revoke it?

Accepted Answer

DocStreamAI connects to Gmail and Outlook through permission-scoped OAuth2 authorization, not shared passwords. You grant access on Google's or Microsoft's own consent screen, and you can revoke it there or disconnect from inside DocStreamAI at any time. Disconnecting stops DocStreamAI from processing your mail immediately. Documents already captured stay in DocStreamAI so your history is not lost.

Question 17

Is my financial data encrypted?

Accepted Answer

Yes. Documents, extracted data, and the associated emails are stored on infrastructure that encrypts data at rest with AES-256, and everything is transmitted over TLS/HTTPS. The Gmail, Outlook, QuickBooks Online, and Xero integrations all use permission-scoped OAuth2 authorization, so DocStreamAI holds revocable tokens rather than credentials.

Question 18

Who builds DocStreamAI?

Accepted Answer

DocStreamAI is built by AI Buddies LLC, a Utah limited liability company.

Questions about DocStreamAI

Getting documents into DocStreamAI

Syncing to QuickBooks Online and Xero

For accounting firms

Security and access

Stop keying in invoices and receipts