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 in transit under TLS 1.3. Anything Well holds between Gmail and Melio is encrypted at rest and handled in line with GDPR.

Gmail to Melio

Available

Native · Gmail

Native · 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

Capture a bill from email

Well reads an invoice PDF from a Gmail attachment and forwards it to Melio's email-in address with the sender and date, so the bill arrives ready for payment.

Keep the email trail

The sender, subject, and date from Gmail ride on the document sent to Melio, so each payment traces to its message.

Skip the manual re-key

The details Well reads reach Melio on the forwarded document, so amounts are not re-typed from the inbox.

One bill, not copies

When the same invoice is forwarded twice in Gmail, Well keeps one before sending to Melio, so payments do not duplicate.

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

50 agent skills run on Gmail and Melio.

Each one answers a question from the data this pair brings in. The required ones return nothing until a source like it is connected.

Needs a source like these

Runway

Know how many months of cash you have at your current burn, with both sides of the division shown.

Runway Stress Test

See how long your cash lasts if a customer pays late, leaves, or you hire.

Cash position

Know how much cash you hold right now, with the accounts counted and the ones left out both stated.

Cost structure

See a company's or household's spend by category, supplier and trend; not for savings: use Subscription spend.

Money leak finder

Find the double charges and price rises in your bank debits, each with the dates and amounts your bank shows.

Chase late invoices

Get a prioritized list of who to chase for payment, with their contact info and a message already drafted.

Secure Payroll

Know if payroll is safe, and which vendor bills to push if it is not.

Rank clients by LTV

Rank your most valuable customers by lifetime value, over a year you name or their whole life.

Customer Dependency

See how much of your revenue rides on a few customers, and what a late or lost one does to your cash.

Company profile

Everything you know about one company, in one view.

Payment and invoice lookup

Find what payment settled an invoice, or catch every payment that never got one.

Missing receipts

Find the bills with no paperwork attached, before an auditor does.

Invoice Compliance

Know which invoices are missing a legal line before your customer or the tax office does.

Burn rate

Know what you spend in an average month over a window you can see, with the months that carried no spend counted.

Recurring revenue

See the monthly run-rate of live subscriptions, or an invoice average when no typed subscriptions are present.

Cash forecast

See the settled month-end cash series and where the line goes from the last complete month.

Cash flow bridge

See how the month moved from opening cash to closing cash, with whatever does not reconcile named as its own step.

Missing supplier invoices

See which suppliers owe you paperwork, in each of your files, for a month, a quarter or this week.

Assign missing invoices

Put a name on every settled expense that still has no invoice.

Missing invoice sweep

Walk the whole month-end sweep in one prompt.

Close the books

Drive the month-end close from open to sent to your accounting tool.

Accounting review

Work through your open accounting items by category.

Categorize your suppliers

Close the category gaps behind your spend before you close a month.

Board pack

The board numbers in one pass, each with its scope and its window stated.

Optimize Supplier Prices

See what you paid a supplier, how its price moved, and get the negotiation email drafted.

Subscription spend

See what each scheduled supplier costs a month and a year, how it moved, and where your workspaces can save.

Subscription actions

Act on a subscription you name or pick by number from a list: cancel, renegotiate or contest a double debit.

Personal spending

See what you spent on one category, such as groceries, this month and how that compares to a usual month.

Unposted and blocked

See what in a month has not reached the ledger, and which pile each item sits in.

Check bank and books

Compare your bank with your books, list the gaps, and re-run what missed rows.

Answers better with these connected

Receivables aging

See which customers still owe you money: the unpaid and overdue invoices, how late each is, and the total.

Bills due

See what you owe and when, ordered by due date with a running total.

FX exposure

See how much of your cash and receivables sit outside your reporting currency.

Invoice fetching agents

See exactly which agents would run, before any of them does.

Convert currencies

Turn mixed currencies into one number you can actually audit.

Payables aging

See what you owe your suppliers, and how long each bill has been past due.

Compose a board

The measures you name, arranged on one board that stores the question rather than the answer.

Revenue by customer

See how much each customer billed in a period, ranked by revenue, with the part you could not place named.

Supplier spend register

See what each supplier invoiced you over a year, ranked, with unplaced invoices counted.

Call and claim

Claim a refund or a compensation with the evidence in hand, and know what to say when you call.

VAT radar

See the VAT position your data suggests for a quarter, and which invoices to fix first.

Money back

Find money owed back to you: refunds, credit notes, VAT credits, double debits, then unpaid customer invoices.

Employer cost

Read a month of payslips, or each of several months, and state, per person, gross pay plus the employee deductions and the employer charges the payslip printed, then list the payroll related bills paid from the bank that no payslip carries.

Check contractor status

For each supplier that looks like a freelancer, read the purchase invoices, the payment rail and any contract Well holds, and state the facts a requalification question turns on, next to the papers your country expects you to keep.

Uses them when they are there

Invoice design

Pick how an invoice prints, from the designs and records you already have.

Import a statement

Drop a statement you already have, and get its transactions as records.

Connects and checks them

Check your connections

See what is connected, what is syncing, and what is missing.

Build your context graph

Connect your AI apps and your tools, then see your business as one context graph.

Connect your bank

Get the bank feed in, and confirm it is really live.

Tax id chase

The companies you deal with that carry no tax identifier, listed before year end.

Browse all skills

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. Anything Well holds between Gmail and Melio is encrypted at rest and handled in line with GDPR.

OAuth 2.0Encrypted at restGDPR compliant

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
Not granted. A session resolves only to the workspaces your account belongs to, and Well checks that membership before it returns any record.
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 in transit under TLS 1.3. Anything Well holds between Gmail and Melio is encrypted at rest and handled in line with GDPR.