Support

Payable Support

Get help setting up Payable, using the add-on, and connecting QuickBooks.

Getting Started

Install the Gmail Add-on

Visit the Google Workspace Marketplace and search for "Payable by Cephgate." Click Install and grant the requested permissions. Payable only accesses emails you actively open — it never scans your inbox.

Connect QuickBooks

Open Gmail and click the Payable icon in the right sidebar. On the home card, tap Connect QuickBooks → and follow the Intuit authorization flow. You'll be redirected back to Gmail when complete.

Open an Invoice Email

Open any email containing an invoice or receipt — PDF, image, or Word document attachment. Payable will automatically detect it and begin analysis. Results appear in the sidebar within 10–20 seconds.

Review and Save

Review the extracted vendor, amount, category, and date. Then tap Save as Bill or Record Expense to push it directly to QuickBooks. A confirmation with a link to the QB record appears when complete.

Using Payable

Supported Document Types

PDF invoices and receipts — vendor invoices, receipts, statements
Image attachments — JPG/PNG photos of physical receipts or scanned documents
Word documents (.docx) — invoices or receipts sent as Word files

What Payable Extracts

Vendor name, email, phone, and address
Invoice number or receipt number
Total amount (using the correct total, not subtotals or line item rates)
Invoice date and due date
Payment terms (e.g. Net 30)
Suggested expense category
Payment method and last 4 digits (for credit card receipts)

Bills vs. Expenses

Save as Bill — use for unpaid vendor invoices with a due date. Creates a Bill in QuickBooks Accounts Payable. Requires QuickBooks Essentials or higher.

Record Expense — use for receipts and already-paid charges. Creates an Expense in QuickBooks. Available on all QuickBooks plans including Simple Start.

Note: If your QuickBooks plan doesn't support Bills, Payable will automatically save as an Expense instead.

New Vendors

If a vendor isn't in your QuickBooks, Payable will offer to add them automatically using the contact information extracted from the document. Review the pre-filled details and tap Add Vendor to QuickBooks before saving the bill or expense.

Purchase Order Matching

If an invoice references a purchase order number, Payable looks it up in QuickBooks and shows the match in the sidebar. PO matching requires QuickBooks Plus or Advanced (the plans that support purchase orders).

Exact match — when the invoice amount matches the PO, the bottom button reads Save as Bill & link PO. Saving builds the bill from the PO's line items, links it to the purchase order, and closes the PO automatically.

Amount variance / partial shipment — when the invoice amount differs from the PO, Payable flags the variance and the bottom button becomes 📦 Open PO for Partial Receipt. Tapping it attaches the invoice document to the purchase order and opens the PO in QuickBooks. From there, click Copy to bill, remove or reduce the line items that weren't received on this shipment, and save. The PO stays open for the remaining items and closes automatically once everything has been billed.

The Open PO link next to the match opens the purchase order for viewing only — it does not attach the invoice.

Settings Guide

Opening Settings

From the Payable home card (visible when no email is open), tap the ⚙️ Settings button. Use the native back arrow in the sidebar header to return.

Approval Threshold

Set a dollar amount above which invoices are flagged for additional review before saving. Payable will show a warning flag on any invoice exceeding this amount. Set to "off" to allow all invoices to save directly.

Payment Method Dropdown

Toggle this on to show a dropdown of your QuickBooks payment methods when recording expenses. Tap ↻ Sync Payments & Methods to load your accounts from QuickBooks. If turned off, Payable uses the payment method detected from the document.

Payment Account Dropdown

Similar to payment methods — shows your QuickBooks bank/credit card accounts when recording expenses. Useful if you want to specify which account an expense is charged to.

Business Profile

Describe what your business does in a sentence or two, and toggle "Resells physical products" if you buy goods for resale. Payable uses this to categorize ambiguous purchases — like parts or materials — to the right account (e.g. Cost of Goods Sold vs. a general expense). 500-character limit.

Default Category

Set a fallback category used when Payable cannot determine the category from the document. Leave blank to always use AI suggestion.

Class Tracking (Pro & Business)

Paid-tier feature. When enabled, Payable shows a Class dropdown of your QuickBooks classes so you can tag each bill or expense to a class before saving. Requires a paid Payable plan (Pro or Business) and QuickBooks Plus or Advanced with class tracking turned on.

Project Tracking (Pro & Business)

Paid-tier feature. Shows a Project dropdown of your QuickBooks projects so you can assign a bill or expense to a project — useful for nonprofits and job costing. Requires a paid Payable plan (Pro or Business) and QuickBooks Plus or Advanced.

Plan & Billing

Paid plans activate automatically right after checkout at cephgate.ai/payable — there's no key to enter. Your plan is tied to your account email. Manage, upgrade, or cancel anytime from the billing portal.

QuickBooks Connection

Shows whether QuickBooks is connected. Use Reconnect if you've changed your QuickBooks password or if the connection has expired. Use Disconnect to revoke Payable's access to your QuickBooks account.

Frequently Asked Questions

Why does analysis take 10–20 seconds?

Payable sends your document to an AI model for extraction. PDF and text documents analyze faster (3–8 seconds). Large image files (phone photos) may take up to 20 seconds.

Payable says "No invoice detected" on an email with an attachment.

Payable currently supports PDF, image (JPG/PNG), and Word (.docx) attachments. Unsupported formats (e.g. Excel, CSV, ZIP) will show "No invoice detected." Try forwarding the email with a PDF version of the document.

The amount or vendor name was extracted incorrectly.

AI extraction is highly accurate but not perfect, especially on low-resolution images or non-standard document layouts. Always review extracted data before saving to QuickBooks. You can edit any field in QuickBooks after saving.

Can I change the category Payable picked?

Yes. The analysis card shows a Category dropdown pre-selected to Payable's suggestion, populated from your QuickBooks chart of accounts. Pick a different account before saving if needed. Sync your accounts once from Settings to populate the list.

I hit my save limit.

Free accounts include 5 saves per month. Upgrade to Pro ($12/mo, 50 saves/month) or Business ($39/mo, 250 saves/month) at cephgate.ai/payable.

Payable matched a purchase order, but the amount is different.

That usually means a partial shipment — the invoice covers only part of the PO. Payable flags the variance and the bottom button becomes "Open PO for Partial Receipt," which attaches the invoice to the PO and opens it in QuickBooks. There, click Copy to bill, trim the lines to what was actually received, and save. The PO stays open for the rest. PO matching requires QuickBooks Plus or Advanced.

QuickBooks shows "Connection expired" or "Reconnect required."

QuickBooks OAuth tokens expire after 100 days of inactivity or when you change your Intuit password. Open Payable Settings and tap Reconnect to re-authorize.

How do I delete my data?

Disconnect QuickBooks from Settings to revoke token access. To request deletion of all stored data (QB tokens, usage records), email privacy@cephgate.com.

Does Payable work on mobile Gmail?

Yes — Payable works in the Gmail mobile app on iOS and Android, as well as Gmail in a desktop web browser. Open an email with an invoice or receipt and tap the Payable icon to launch the sidebar.

Contact Support

Or email us directly at support@cephgate.ai — we typically respond within 1 business day.