In short: Every inbox in Tiro has its own email address. Whatever arrives there, Tiro processes like an upload: attachments are read, the values land in the inbox's table. You set up forwarding once – or hand the address to the sender – and never touch it again. The email itself costs no credit; only its content counts.
Your inbox address
You find the address in the app: open the inbox → "Email" tab. It looks like name.code@in.tirodocs.com – the first part is derived from the inbox name, the code after the dot is what matters: Tiro routes an email by the code alone. Consequences:
- The address is fixed. Renaming the inbox leaves the address untouched – a working forwarding rule never breaks.
- The address is a secret. Anyone who knows it can deliver documents. Share it only with people and systems that should, and enter the expected senders as allowed senders (one address or a whole domain such as
@supplier.comper line). For forwarded mail, the original senders count, not your own mailbox. - The address is replaceable. If it ends up in the wrong hands, generate a new one in the same tab – the old one becomes invalid immediately, and existing forwarding rules need updating.
The "Email intake active" switch stops receiving at any time; incoming emails are then refused.
Two ways to deliver documents
- Give the address to the sender directly. Your supplier sends order confirmations to the inbox address from now on (in addition to you, or instead). No forwarding, no rule – the simplest route when you know the sender.
- Forward from your mailbox. A rule forwards emails that reach you automatically. This is the route when documents come from many senders or you do not want to ask a sender to change their address list.
Setting up forwarding
Gmail
- Settings (gear) → "See all settings" → "Forwarding and POP/IMAP" tab.
- Click "Add a forwarding address" and paste the copied Tiro address.
- Gmail sends a confirmation email to that address. It appears in your inbox's document list – open it and read the confirmation code from the email text. If the inbox is set to "Attachments only", switch it briefly to "Attachments and email text" (the confirmation email has no attachment).
- Enter the code in Gmail and confirm. Then create a filter under "Filters and Blocked Addresses" – for example "From: accounting@supplier.com" or "Has attachment" – with the action "Forward it to" your Tiro address. Without a filter, Gmail only forwards what you set for all mail in the forwarding settings.
Outlook (Microsoft 365, Outlook.com, new Outlook)
- Settings (gear) → "Mail" → "Rules".
- "Add new rule", give it a name, for example "Delivery notes to Tiro".
- Set a condition – such as "From: shipping@supplier.com", "Subject includes: delivery note" or "Has attachment". Without a condition every email is forwarded.
- Choose the action "Forward to", paste the Tiro address, save.
To forward every email of the mailbox without exception, use Settings → "Mail" → "Forwarding" instead of a rule.
Apple Mail
- On the Mac: Mail → "Settings" → "Rules" → "Add Rule". Pick a condition (sender, subject, "contains attachment") and the action "Forward Message" to the Tiro address. Rules on the Mac run only while Mail is open on that machine.
- Server-side via iCloud: open Mail on iCloud.com → Settings → "Rules" → a rule with the action "Forward to". This rule applies regardless of your devices.
Rule in a company mailbox (Exchange, Microsoft 365, Google Workspace)
Company mailboxes often block automatic forwarding to external addresses by policy – the rule can be created, but the email never arrives. Two routes:
- Ask your administrators to allow forwarding to
in.tirodocs.com(Microsoft 365: outbound spam policy or mail flow rule; Google Workspace: forwarding settings). Administrators often set up the rule server-side right away – more reliable than a rule in the client. - Without forwarding: give the address to the senders directly (route 1 above), or create a shared mailbox such as
documents@company.comthat your administrators forward to the Tiro address.
What gets processed
In the "Email" tab you decide per inbox what part of an email becomes a document:
| Setting | What Tiro processes |
|---|---|
| Attachments only (default) | Every attachment becomes its own document; the accompanying text is left out. |
| Email text only | The email's text becomes a document – for orders or requests written directly in the mail. |
| Attachments and email text | Both. |
- Formats: the same as for uploads – PDF, JPG, PNG, WEBP, HEIC, DOCX, XLSX, PPTX, up to 10 MB per attachment. Other attachments (ZIP, legacy Office formats such as .doc or .xls) appear with a notice in the list and cost nothing.
- Signature logos do not count. Small images embedded in the email's HTML are skipped – otherwise every forwarded signature would become a document.
- Automatic replies (out-of-office notices) are recognized and not processed.
- Empty emails: if an email without attachment arrives under "Attachments only", the email entry shows exactly that as an error – nothing disappears silently.
Credits per unit
| Unit | Credits |
|---|---|
| PDF attachment | 1 per page |
| Image attachment | 1 per file |
| Email text | 1 per started 3,000 words |
| Office attachment (DOCX, PPTX) | 1 per started 3,000 words |
| Excel attachment (XLSX) | 1 per sheet with content |
| The email itself | 0 |
Credits are charged when a unit is processed – never for the envelope. If extraction fails for good, the credits are refunded. The full definition is on the pricing page.
Limits
- 25 MB per email (attachments included); larger emails are refused by the server.
- 60 emails per hour per inbox. Beyond that, we ask the sending server to try again later – it redelivers automatically, nothing is lost. If you need more permanently, write to contact@tirodocs.com.
- Refusal without a bounce. An email to an unknown or disabled address, from a sender that is not allowed, or over a limit is refused right in the delivery dialog. Tiro itself never sends a reply – the sender's mail server informs its user. That way no backscatter spam reaches forged senders.
Privacy
- The email is accepted encrypted (STARTTLS) whenever the sending server supports it; if it does not, the email arrives unencrypted – as the sending server dictates.
- It is stored in Germany like every document, with the same retention period as the other documents of the inbox, and deleted with them. You can delete it yourself at any time.
- Email contents never reach log files – those hold only counts, reply codes and identifiers.
- Tiro sends no replies from the email intake and no mailbox is attached to it; it only receives.
- AI processing of the contents runs as for uploads via AWS Bedrock in the EU region Frankfurt, with no training on your data. Details on the security page.