How often does Gmail data sync to Melio?

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 Melio within a confidence window: above 85% it posts, 55-85% queues for review, below 55% is refused.

Will every Gmail record post to Melio automatically?

Not always. Within seconds of Gmail firing the event, Well scores the record on field completeness, counterparty strength, and policy fit. Above the 85% default auto-link threshold Well forwards the reconciled document to your Melio email-in address and Melio drafts the record from it for you to confirm. Between 55% and 85% the record waits in the review queue with the alternative matches ranked. Below the 55% default review threshold the record is refused and the candidate list kept so you can pin the right entry by hand.

What happens to historical Gmail data when I first connect to Melio?

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 Melio ledger, and re-running the backfill is safe because Well tracks the Gmail record IDs and updates existing Melio entries instead of duplicating them.

How does Well prevent duplicates when posting Gmail records to Melio?

Every Gmail message has a stable message ID, and Well stores it the moment the attachment is parsed. If the same email is reprocessed (label change, mailbox migration, or a manual rerun), Well recognises the message ID and skips the duplicate, or updates the linked Melio entry if a downstream field changed. Forwarded copies of the same invoice are caught by counterparty-plus-amount matching before they reach Melio.

What happens if a Gmail record fails to post to Melio?

When a record fails to post to Melio (validation rule, missing field, transient 5xx), Well retries automatically with backoff. Auth failures short-circuit the retry loop and notify the workspace owner; schema rejections are kept on the integration status page with a one-click retry-after-fix action pointing back at the original Gmail record. Nothing silently drops.

How does Well authenticate with Gmail and Melio?

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 Melio email-in address once it clears the matching threshold; Melio creates the draft record from it and you confirm and post it. Well holds no write credential to Melio. Tokens are encrypted at rest and in transit under TLS 1.3. Gmail and Melio together cover multiple regions; Well's storage region is configured per workspace.

Gmail to Melio

AvailableNative · GmailNative · Melio

Connect Gmail to Melio with Well

Gmail attachments become Melio 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.

Melio

Target

The Melio connection delivers extracted bills into Melio through its Pay Bills email address.

Why this pair

Suppliers email invoices; Melio handles the payment leg with scheduled vendor disbursement on US rails.

Connecting Gmail to Melio through Well reads each emailed invoice, extracts vendor and amount, forwards the PDF to Melio's @invoicesmelio. com inbox at the configured cadence. Melio's Smart Bill Capture creates the bill draft for your team to schedule. Gmail pushes new message events to Well via Pub/Sub; Melio's Smart Bill Capture creates the bill from the PDF Well forwards, ready for you to schedule the payment.

What Well does between Gmail and Melio

One-way: Gmail into Well into Melio
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 your Melio inbox

auto-posted

posted

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

audit linkto Melio

Action in Melio

1 compatible with this trigger

Create a bill in your Melio inbox

What Well does with Gmail invoices on the way to Melio.

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 Melio'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 Melio.

Capture amount context for the approval step

Each parsed Gmail attachment carries amount and cost-centre context inside Well so approval routing in Melio sees the right metadata. Small invoices flow straight through; larger ones wait on a named approver in Melio 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 Melio reflects the net balance so AP does not have to compute the offset manually.

10 signals and actions across Gmail and Melio

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 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 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 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 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
Attach the bill PDF to the Melio record
Driven by emailed invoices, receipts, and notifications. The forwarded PDF is stored on the bill in your Melio inbox.
Action·Document
Park the Melio bill in the Bills Inbox for payment scheduling
Driven by emailed invoices, receipts, and notifications. The created bill waits in your Melio Bills Inbox until you pick a pay date, choose a funding source (bank transfer or card), and set how the vendor gets paid (ACH deposit or mailed check). Well never sets a pay date, chooses funding, or sends the payment.
Action·Invoice
Create a bill in your Melio inbox
Driven by emailed invoices, receipts, and notifications. Well forwards the PDF to your @invoicesmelio.com address; Melio's Smart Bill Capture lifts the vendor, amount, and due date into a Bills Inbox entry that waits for you to schedule a payment date and funding method.
Action·Invoice

Reference

Field mapping for Gmail → Melio

4 fields across 1 record type, open to see the full table.

Invoice fields

4 fields flow from Gmail into Melio.

Gmail field	Label		Melio field	Label
extracted.invoice_number	Invoice number	→	bill_number	Bill number
extracted.due_date	Due date	→	due_date	Due date
extracted.total	Total	→	amount	Amount
extracted.currency	Currency	→	currency	Currency

Connect Gmail and Melio 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 Melio Bills Inbox awaiting payment scheduling. 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 Melio
In Melio, open Settings > Integrations and generate an API token with payment-write scope. Paste the key into Well; Melio'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 Melio 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 Melio 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 Melio inbox
Well forwards the extracted document to your Melio email-in address; Melio reads bills via email-in at @invoicesmelio.com, with vendor, amount, and due date populated by Smart Bill Capture from it and you review and post. No write credential to Melio 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 Melio on Well

01How often does Gmail data sync to Melio?: 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 Melio within a confidence window: above 85% it posts, 55-85% queues for review, below 55% is refused.
02Will every Gmail record post to Melio automatically?: Not always. Within seconds of Gmail firing the event, Well scores the record on field completeness, counterparty strength, and policy fit. Above the 85% default auto-link threshold Well forwards the reconciled document to your Melio email-in address and Melio drafts the record from it for you to confirm. Between 55% and 85% the record waits in the review queue with the alternative matches ranked. Below the 55% default review threshold the record is refused and the candidate list kept so you can pin the right entry by hand.
03What happens to historical Gmail data when I first connect to Melio?: 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 Melio ledger, and re-running the backfill is safe because Well tracks the Gmail record IDs and updates existing Melio entries instead of duplicating them.
04How does Well prevent duplicates when posting Gmail records to Melio?: Every Gmail message has a stable message ID, and Well stores it the moment the attachment is parsed. If the same email is reprocessed (label change, mailbox migration, or a manual rerun), Well recognises the message ID and skips the duplicate, or updates the linked Melio entry if a downstream field changed. Forwarded copies of the same invoice are caught by counterparty-plus-amount matching before they reach Melio.
05What happens if a Gmail record fails to post to Melio?: When a record fails to post to Melio (validation rule, missing field, transient 5xx), Well retries automatically with backoff. Auth failures short-circuit the retry loop and notify the workspace owner; schema rejections are kept on the integration status page with a one-click retry-after-fix action pointing back at the original Gmail record. Nothing silently drops.
06How does Well authenticate with Gmail and Melio?: 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 Melio email-in address once it clears the matching threshold; Melio creates the draft record from it and you confirm and post it. Well holds no write credential to Melio. Tokens are encrypted at rest and in transit under TLS 1.3. Gmail and Melio together cover multiple regions; Well's storage region is configured per workspace.