What Gmail data does Well pull into Bill.com?

Well watches Gmail for attachments matching the configured invoice and receipt filters, extracts invoice and receipt PDFs from email attachments, plus the sender, subject, and date headers, and forwards the structured output to Bill.com as bills via email-in inbox, with vendor, invoice number, amount, and due date populated by Bill.com's IVA OCR, with the original email message ID stored on every record for audit.

How often does Gmail data sync to Bill.com?

Gmail pushes events to Well in real time via webhooks, so most records land within a minute of the underlying action. Each event is matched immediately and reaches Bill.com within a confidence window: above 85% it posts, 55-85% queues for review, below 55% is refused.

How does Well match Gmail records to entries in Bill.com?

Well parses each Gmail attachment into a structured invoice, then probes your Bill.com ledger for an open bill or vendor with the same amount, due date, and supplier name. The probe ranks candidates by counterparty proximity, date window, and total match; above 85% it links the parsed PDF to the existing Bill.com entry, otherwise the parsed invoice queues for sign-off with the candidates surfaced.

What happens to historical Gmail data when I first connect to Bill.com?

Gmail exposes the last full year through its API on a connected account. The window Well actually pulls is configurable from the integration settings page; each record is matched against your existing Bill.com ledger, and re-running the backfill is safe because Well tracks the Gmail record IDs and updates existing Bill.com entries instead of duplicating them.

Does Well handle multi-currency records between Gmail and Bill.com?

Gmail carries the original transaction currency on every record and Bill.com natively ledgers in multiple currencies. Well preserves the original amount, applies your Bill.com chart-of-accounts conversion rules at posting time, and both the source and converted amounts ride on the document Well forwards to Bill.com, so the Bill.com entry you post keeps both sides of the trade.

How does Well authenticate with Gmail and Bill.com?

Gmail runs a manual OAuth 2.0 flow that you approve inside Gmail; Well receives a refresh token scoped to the resources it needs to read. For the delivery side, Well forwards the reconciled document to your Bill.com email-in address once it clears the matching threshold; Bill.com creates the draft record from it and you confirm and post it. Well holds no write credential to Bill.com. Tokens are encrypted at rest and in transit under TLS 1.3. Gmail and Bill.com together cover multiple regions; Well's storage region is configured per workspace.

Gmail to Bill.com

AvailableNative · GmailNative · Bill.com

Connect Gmail to Bill.com with Well

Gmail attachments become Bill.com bills with a one-step path from inbox to your scheduling step; credit-note matching happens inside Well before delivery.

Connect both toolsView all integrations

Gmail

Source

The Gmail integration turns your inbox into an automated invoice capture flow.

Bill.com

Target

The Bill.

Why this pair

Suppliers email invoices as PDF attachments; Bill.com structures bills for approval workflows and scheduled payment.

Connecting Gmail to Bill. com through Well reads each emailed invoice, extracts the vendor and amount, drafts a Bill. com bill with the PDF attached, and routes the bill into the configured approval workflow. Gmail pushes new message events to Well via Pub/Sub; Bill. com creates the bill from the forwarded PDF and enters it into your approval workflow at that cadence.

What Well does between Gmail and Bill.com

One-way: Gmail into Well into Bill.com
Sync mode: Real-time webhooks
Events arrive within a minute

Trigger from Gmail

5 events · pick one

Well engine·recipe·When an invoice PDF arrives as an attachment

Source

from email · live webhook

Air France

via Gmail

Invoice

When an invoice PDF arrives as an attachment

INV-2026-04-100 · 22 Apr 2026€1,284.00

Extract

6 fields read from Gmail

6 fields read

VendorAir France
Invoice numberINV-2026-04-100
Issue date22 Apr 2026
Total€1,284.00
Tax€256.80

Enrich

against your historical record graph

5 fields added

Legal entityAir France
Tax idFR45420495178
Domainairfrance.com
Ledger account6251 · Travel

Confidence97%

<55% refused55–85% review≥85% auto-posts

Post

schedule as bills

Create a bill in Bill.com inbox

auto-posted

posted

TypeBill
VendorAir France
Amount€1,284.00
Ledger6251 · Travel
Source docattached
Confidence97%

audit linkto Bill.com

Action in Bill.com

1 compatible with this trigger

Create a bill in Bill.com inbox

What Well does with Gmail invoices on the way to Bill.com.

01Featured

Turn invoices into bills ready for scheduling

Well parses every invoice attachment in Gmail into a bill record in Well (vendor, amount, due date, line items), then forwards the PDF to Bill.com's email-in inbox. The original message ID is kept on the document so AP can trace any bill back to the originating email.

Match parsed invoices to existing vendors

Before creating a new vendor proposal, Well probes the parsed invoice header against your prior history inside its own ledger. Above the match threshold the bill attaches to the existing vendor record; below it the proposal queues for sign-off, and the match is reflected on the document forwarded to Bill.com.

Capture amount context for the approval step

Each parsed Gmail attachment carries amount and cost-centre context inside Well so approval routing in Bill.com sees the right metadata. Small invoices flow straight through; larger ones wait on a named approver in Bill.com based on the parsed amount.

Reconcile credit notes against the originating bill

Credit notes received in Gmail are parsed inside Well, matched to the originating bill in its own ledger, and the offset is captured before delivery. The document forwarded to Bill.com reflects the net balance so AP does not have to compute the offset manually.

10 signals and actions across Gmail and Bill.com

When an invoice PDF arrives as an attachment
Pulls from your Gmail inbox. Picks up emails matching has:attachment filename:pdf and runs the document through extraction.
Trigger·Invoice
When an email with a bill attachment is processed by Well
Pulls from your Gmail inbox. Well's AI extracts the bill from the attached PDF and matches the vendor against your existing records.
Trigger·Invoice
When an email arrives from a sender domain already in your vendor list
Pulls from your Gmail inbox. The vendor is matched against your existing company records.
Trigger·Invoice
When an email arrives from a sender domain not yet in your vendor list
Pulls from your Gmail inbox. Well prepares a new vendor record from the email and document headers for your confirmation.
Trigger·Invoice
When an email attachment is processed by Well
Pulls from your Gmail inbox. Receipts, invoices, statements: any PDF attachment is read and captured into your records.
Trigger·Document
When an email with an invoice attachment is received
Pulls from your Gmail inbox. Well picks up any received email with a PDF attachment; forwarded headers are recovered automatically.
Trigger·Invoice
Route the bill through Bill.com's multi-step approval policy
Driven by emailed invoices, receipts, and notifications. The created bill enters your Bill.com approval policy and is routed to the assigned approver roles in sequence; each approver reviews the coding and signs off before the bill is cleared for AP. Well never approves the bill, picks a funding account, or releases payment.
Action·Invoice
Create a bill in Bill.com inbox
Driven by emailed invoices, receipts, and notifications. Well forwards the PDF to your Bill.com inbox; Bill.com's IVA reads the vendor, invoice number, amount, and due date into a new bill and drops it straight into your AP approval policy.
Action·Invoice
Attach the source PDF to the Bill.com bill
Driven by emailed invoices, receipts, and notifications. The forwarded PDF is the bill record itself in Bill.com's inbox.
Action·Document

Reference

Field mapping for Gmail → Bill.com

9 fields across 2 record types, open to see the full table.

Invoice fields

6 fields flow from Gmail into Bill.com.

Gmail field	Label		Bill.com field	Label
extracted.invoice_number	Invoice number	→	invoice_number	Invoice number
extracted.issue_date	Issue date	→	invoice_date	Invoice date
extracted.due_date	Due date	→	due_date	Due date
extracted.total	Total	→	amount	Amount
extracted.subtotal	Subtotal	→	subtotal	Subtotal
extracted.currency	Currency	→	currency	Currency

Company fields

3 fields flow from Gmail into Bill.com.

Gmail field	Label		Bill.com field	Label
extracted.vendor_name	Vendor name	→	vendor_name	Vendor name
extracted.vendor_tax_id	Vendor tax id	→	tax_id	Tax id
email.from	Sender email	→	email	Email

Connect Gmail and Bill.com in three steps.

1
Connect Gmail
Click Connect with Google; Google asks which mailbox to scope and returns a refresh token and authorise read access to invoice and receipt PDFs from email attachments, plus the sender, subject, and date headers. Access tokens are exchanged and refreshed automatically before they expire, and the grant is revocable from your Google Workspace.
- AuthConnect
2
Map your accounts
Well discovers the Gmail attachments matching your invoice pattern (invoice and receipt PDFs from email attachments, plus the sender, subject, and date headers) and the the Bill.com inbox awaiting approval. Tune the parsing prompt once on the first ten records; Well saves the mapping and applies it to every subsequent attachment above 85% confidence.
- Auto-post above85% confidence
- Overridemanual anytime
3
Connect Bill.com
In Bill.com, open Settings > Developer > API keys and create a key paired with your developer ID. Paste the key into Well; Bill.com's discovery endpoints are reached over TLS 1.3 and the secret is never echoed in the UI.
- AuthConnect
- First sync~10 min

How Gmail and Bill.com stay secure with Well

Well calls Gmail with an OAuth 2.0 token scoped to read-only access. Gmail's consent screen lists the scopes before you approve; access tokens are exchanged and refreshed automatically before they expire. Well's storage region is configured per workspace regardless of where Gmail and Bill.com host theirs.

OAuth 2.0Storage region per workspaceGDPR-aligned

Scopes Well requests

Read Gmail records
Scoped to invoice and receipt PDFs from email attachments, plus the sender, subject, and date headers. No access to anything else in your Gmail account.
granted
Deliver documents to your Bill.com inbox
Well forwards the extracted document to your Bill.com email-in address; Bill.com reads bills via email-in inbox, with vendor, invoice number, amount, and related records from it and you review and post. No write credential to Bill.com is requested.
granted
Modify or delete Gmail records
Not granted. Gmail is read-only on Well's side; the source of truth never moves.
refused
Read other workspaces' data
Encryption keys are per-workspace; another tenant's records are inaccessible by design.
refused

Disconnect any time from Well settings or Gmail’s admin panel.

Frequently asked questions about Gmail and Bill.com on Well

01What Gmail data does Well pull into Bill.com?: Well watches Gmail for attachments matching the configured invoice and receipt filters, extracts invoice and receipt PDFs from email attachments, plus the sender, subject, and date headers, and forwards the structured output to Bill.com as bills via email-in inbox, with vendor, invoice number, amount, and due date populated by Bill.com's IVA OCR, with the original email message ID stored on every record for audit.
02How often does Gmail data sync to Bill.com?: Gmail pushes events to Well in real time via webhooks, so most records land within a minute of the underlying action. Each event is matched immediately and reaches Bill.com within a confidence window: above 85% it posts, 55-85% queues for review, below 55% is refused.
03How does Well match Gmail records to entries in Bill.com?: Well parses each Gmail attachment into a structured invoice, then probes your Bill.com ledger for an open bill or vendor with the same amount, due date, and supplier name. The probe ranks candidates by counterparty proximity, date window, and total match; above 85% it links the parsed PDF to the existing Bill.com entry, otherwise the parsed invoice queues for sign-off with the candidates surfaced.
04What happens to historical Gmail data when I first connect to Bill.com?: Gmail exposes the last full year through its API on a connected account. The window Well actually pulls is configurable from the integration settings page; each record is matched against your existing Bill.com ledger, and re-running the backfill is safe because Well tracks the Gmail record IDs and updates existing Bill.com entries instead of duplicating them.
05Does Well handle multi-currency records between Gmail and Bill.com?: Gmail carries the original transaction currency on every record and Bill.com natively ledgers in multiple currencies. Well preserves the original amount, applies your Bill.com chart-of-accounts conversion rules at posting time, and both the source and converted amounts ride on the document Well forwards to Bill.com, so the Bill.com entry you post keeps both sides of the trade.
06How does Well authenticate with Gmail and Bill.com?: Gmail runs a manual OAuth 2.0 flow that you approve inside Gmail; Well receives a refresh token scoped to the resources it needs to read. For the delivery side, Well forwards the reconciled document to your Bill.com email-in address once it clears the matching threshold; Bill.com creates the draft record from it and you confirm and post it. Well holds no write credential to Bill.com. Tokens are encrypted at rest and in transit under TLS 1.3. Gmail and Bill.com together cover multiple regions; Well's storage region is configured per workspace.