VicInbox Overview
VicInbox is an AI-powered extension for Chrome and Outlook designed specifically for Accounts Payable (AP) teams. This intelligent tool automates the sorting, flagging, and drafting of replies for AP inboxes, significantly reducing manual triage.
By surfacing critical vendor messages and preparing context-aware responses, VicInbox enables AP teams to concentrate on higher-value tasks.
Key Benefits
Real-time Email Categorization: Automatically categorizes incoming emails into AP-specific labels.
AI-Generated Replies: Drafts replies by directly pulling invoice, approval, and payment information from Vic.ai.
Clutter-Free Inbox Management: Features auto-forward and archive functionality to maintain organization.
Email Categorization & Supported Use Cases
Upon receipt, each email is evaluated by our AI and assigned a specific label. The table below outlines typical content and default behavior associated with each label:
Label | Typical Content | Default Behavior |
Credit | Credit memos | Reply with “Credit received”; archive |
Duplicate Invoice | Invoice previously uploaded to Vic.ai
| Flag duplicate; no auto-reply |
Invoice | One or more new invoices | Auto-forward to company email; archive |
Payment Question | Inquiry about invoice payment status
| Draft status reply (three scenarios) |
Statement
| AR/Aging PDF listing multiple invoices | Parse vendor and invoice list; draft table with status |
Vendor Data Change | Address/bank updates | Reply with vendor-portal link |
W9 | W-9 form attached | Acknowledge receipt |
Other | Marketing, spam, or miscellaneous content | Label as Other; no further action required |
Reviewing & Sending AI-Drafted Replies
Select a categorized email to open the Draft Reply panel.
Review the AI-generated draft. Edits are encouraged, as the Assistant will learn from corrections for future iterations.
Click "Send" (or "Discard"). Sent replies are archived automatically.
Customization & Settings
To access customization options, click the gear icon in the sidebar. Below are the available toggles:
Auto-Label Incoming Emails:
On = Apply labels instantly (recommended)
Duplicate Invoice Flagging:
On = Detect and flag duplicates
Off = No duplicate checks
Auto-Forward & Archive Invoices
On = Forward invoice emails to Vic ingestion address and archive original
W9 Auto-Reply
On = Automatically send a receipt for W-9 emails
Best Practices
Whitelist the Assistant address (“victoria@vic.ai”) to prevent corporate spam filter issues.
Utilize email rules in your email client (Gmail/Outlook) for additional routing based on labels (e.g., auto-forward W-9 to the Tax Team).
Search by label (Gmail) or folder (Outlook) to audit archived threads.
Troubleshooting:
Labels never appear: Ensure the Auto-Label toggle is On and the extension is authorized. Refresh your browser.
Miscategorized email: Click "Re-label" in the sidebar; select the correct label to improve future predictions.
Frequently Asked Questions
Will the Assistant ever send emails without my approval? No, all drafts require human review.
How does duplicate detection work? The Assistant flags duplicates by comparing the invoice document (attachment file) with previously received invoice documents and flags when they are identical.
Can I add my own custom labels? Not in version 1.0. Limiting to predefined labels improves AI accuracy and simplifies downstream processes
Support & Feedback
To submit issues or ideas, click Settings > Give Feedback.
For assistance, please chat or email support@vic.ai.
VicInbox Setup Instructions - Outlook
Download file below.