Clientbox CLIENTBOX
Clientbox / Intake Inbox
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Clientbox / Settings & Integrations
Company Settings
Email Intake
Folder Templates
List Templates
Integrations
Users

Firm-wide account information, shared across everyone in the org.

Company
Plan & Billing

Subscription management is coming in a future update — there's nothing to configure here yet.

Documents come in three ways: mail sent to a client's own address below, dropped/dragged into the app directly, or forwarded from within a document's details. Each client gets a dedicated email address — anything mailed there lands straight in that client's Inbox, ready to review and file.

Client intake addresses

Needs Gmail connected under System Admin → , plus each address actually set up to deliver into that inbox (an alias or catch-all rule in Google Workspace Admin — a one-time setup step per client, done outside Clientbox).

Set the folder structure new clients start with. Edit the default template here and it updates every entity that hasn't been customized. Pick a specific entity to give it its own folder set. Use + to nest a sub-folder under any folder, the arrows to reorder within its level, and folders are numbered 01, 02, 03… automatically based on their order.

Default template

New entities get their full folder tree created in Drive automatically. Direct Drive folder maintenance tools live under Maintenance for platform admins.

Each list controls what appears in the "Document Details" section once a document's Category is set to a given folder — the Document Type options, and which extra fields (Date, Amount, Account #, etc.) show up. Assign a list to any folder below; changes apply immediately.

Everything Clientbox connects to outside itself, in one place. Click a section to expand it.

Connected Storage

Clientbox files every incoming document into a folder structure inside your connected storage. Google Drive is the real, primary storage now. Local Folder remains available for local-testing only. Your firm's email connection is separate — see System Admin.

Google

Google Drive

Not connected

FS

Local Folder (Desktop, testing only)

Not connected · target: C:\Users\mikee\OneDrive\[IO] CLIENTBOX - TESTING

Browsers can't jump the folder picker to a specific path for security reasons — when it opens, navigate to OneDrive > [IO] CLIENTBOX - TESTING yourself and select it. Sync/scan maintenance actions for this live under System Admin.

OneDrive

OneDrive

Microsoft 365 storage integration

Coming soon
Dropbox

Dropbox

Dropbox storage integration

Coming soon
Box

Box

Box.com storage integration

Coming soon

Accounting Integration

Connect Xero or QuickBooks so Clientbox's categories and vendor names stay identical to your books — no more reconciling two naming systems.

Xero

Xero

Not connected · sync chart of accounts and contacts

QuickBooks

QuickBooks Online

Not connected · sync chart of accounts and contacts

Category & vendor mapping (preview)

Once connected, this table fills in automatically from your books.

Clientbox categoryAccounting categoryAccount/Contact NameSource
Statement090 · Business CheckingChase BankXero
AR Invoice400 · Consulting IncomeMeridian Consulting LLCXero
Receipt610 · Office SuppliesStaplesXero
Payroll550 · Payroll ExpensesGustoXero

Forwarding Addresses

One shared address book for the whole firm — Ramp receipts, a client's own inbox, an individual's email, etc. Which of these apply by default is set per client in that client's settings; at filing time you can still pick a different subset for one document.

Each of these needs its own one-time setup before it'll accept mail from Clientbox: Ramp receipts need the sending address verified via a code under Ramp's own Receipt forwarding settings; Expensify needs it added as a verified Contact Method; QuickBooks needs it toggled on under Manage senders (or it silently bounces); Xero's unique bills address doesn't require sender verification. Do that setup in each tool directly — Clientbox just needs the address to send to.

Standard and Admin access levels. Admins have full access, including settings, integrations, and folder templates. Every action taken in Clientbox — saves, files, drags, deletions — is attributed to whichever user performed it, visible in each document's activity history.

System Admin only — for whoever runs and maintains the software itself, not a firm's own User Admin.

The firm's shared inbox for document intake and sending — independent from client storage, so you can use Google for one and Microsoft (or another provider) for the other.

Gmail

Gmail

Not connected

Outlook

Microsoft 365 / Outlook

Firm email via Microsoft

Coming soon
Drive Folder Maintenance

These act directly on the connected Google Drive. Pick a client, then create its folder tree in Drive or clean up any duplicates.

"Create folders" fills in anything missing for the selected client. "Clean up duplicate folders" scans the entire Clientbox Drive tree — every client, every level — merges anything filed inside a duplicate into the oldest copy, and removes the empties. Safe to run any time.

Local Folder Maintenance (testing only)

For local-testing setup and cleanup while a Local Folder is connected (Integrations → Connected Storage) — not part of normal day-to-day use, since Google Drive is the real storage. Drop files into the _Inbox folder inside the connected folder, then click "Scan" to pull them into Clientbox.

Document
Click a page to select it. Shift-click for a range, Ctrl/Cmd-click to add individual pages. Click the thin strip between two pages to mark a split point — splitting sends each resulting piece to the Inbox as a brand-new document to process. Rotate turns each selected page 90° clockwise per click.
Clientbox / Possible Duplicates

Clientbox flags documents that share the same vendor, amount, and account — usually a sign the same statement or receipt came in twice.

Clientbox / Trash

Deleted documents and pages sit here until you restore or purge them.

Clientbox / Contacts

A contact is any unique Vendor, Client, Employee, or Bank tied to your documents — the same record that will eventually sync to Xero, QuickBooks, or Ramp. A bank can hold several accounts underneath one contact (e.g. PNC Bank → Checking, Savings).

Contact Type Documents Folders Xero QuickBooks Portal Get Docs
Clientbox / Clients

Every client entity you manage, with setup status at a glance. Add new clients here; click one to edit its name, intake email, and default forwarding addresses.

Client Documents Drive folder Intake email Forwarding Custom template

Combine with another document

Its pages will be appended to the end of the current document.

Move to folder

Moving 0 document(s).

Client settings

Updates the name everywhere — all its documents, folders, and history stay attached to it.

Mail sent here lands in this client's Inbox (needs an intake route below), and documents filed for this client forward from this same address.

Add a new client

Creates the client here, and sets up its folder structure in Google Drive at Clientbox/Clients/[name]/ using the default folder template.

Request to edit

This document is filed and locked. An admin will review your reason and can unlock it for editing.

Add intake route

Mail sent to this address gets pulled into the matching entity's Inbox — an attachment lands as-is; a message with no attachment gets its own text turned into a PDF instead of being skipped. Category is pre-filled but always editable before filing.

This address needs to actually deliver into the connected Gmail inbox first — set that up as an alias in Google Workspace Admin, then reference it here.

Forward by email

Forward this document for ?

Pick which addresses to send this document to — selections are pre-filled from this client's saved defaults, still editable now.

Add new contact

Saved locally for now. Once Xero, QuickBooks, or Ramp is connected, new contacts will sync there automatically.

Contact

Merge contacts

Full history

Complete activity log for this document.

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Drop to add to Inbox

Files will land in the Intake Inbox, with fields auto-filled where possible.