Setting up email forwarding

What email forwarding is

Email forwarding is the fastest way to get your business paperwork flowing into Verinode. You already receive vendor invoices, insurance COIs, carrier and TPA scorecards, certification cards, incident reports, equipment receipts, job assignments, and AR reports by email. Forwarding (or BCC'ing) those messages to one address means Verinode reads them the moment they land, classifies what kind of document each one is, extracts the data, and turns it into intelligence, without you retyping a single line.

Verinode does not replace your inbox or your accounting system. It reads what already flows through them and surfaces the signal. You decide what to do with what it finds.

Where to find it

Open Connect from the sidebar, at /connect. Connect is the home for every way data reaches Verinode: Email forwarding, Integrations, Upload, Photo, and Voice, shown as a row of cards you page through. Email forwarding is the first card in that row, and it hosts a five-step setup wizard. This article covers that wizard end to end.

Each channel card carries a status pill: Ready to set up (copper) before anything has come in, or N captured, Active (green) once at least one item has landed. Email forwarding's count reflects how many messages you've forwarded to your address so far.

The five-step wizard

Progress across the top of the wizard is a row of five dots. A filled copper dot marks your current step; a green dot marks a step you've completed (click a green dot to jump back to it); a plain dot marks a step you haven't reached yet.

1. 1Your intelligence address. The wizard shows your personal forwarding address as a block of monospace text, with a Copy address button beside it (it reads Copied for a couple of seconds after you click it). The copy above it explains what happens next: "All business emails forwarded here are automatically classified, parsed, and turned into intelligence." Click Next once you've copied it.
2. 2What does your company use for email? Pick the option that matches your company's email system: Microsoft 365 (Outlook, Exchange: covers your whole company), Google Workspace (Gmail for business: covers your whole company), Gmail (personal) (individual account only), or Other / Manual (BCC approach: works with anything). Microsoft 365 and Google Workspace are marked Recommended, because an admin-level rule on either one covers every mailbox in your company automatically, with no per-person setup. Picking an option takes you straight to step 3.
3. 3Set up the forwarding rule. The wizard shows exact, client-specific instructions (see below), plus a line confirming what it found in your account: how many business contacts it detected and how many sender domains it's built into the rule. A note underneath reminds you that when you add new vendors or carriers later, Verinode will prompt you to come back and update the rule. Click Done, next once you've applied the rule in your email admin console.
4. 4Share with your team. A ready-to-send email is pre-written for you, with a Copy email button that copies the subject and body together. If you set up an org-wide rule in step 3 (Microsoft 365 or Google Workspace), the note underneath tells you forwarding is already automatic for everyone. This email is just to let your team know what's happening. If you picked Gmail or Other, the note instead tells you each team member needs to set up their own rule, or simply BCC the address on business emails.
5. 5Test your setup. Forward a recent vendor invoice or document to your intelligence address, then check your data in the Vault. A status dot and line at the top tell you where things stand: a pulsing gray dot and "Waiting for first email..." before anything has landed, or a solid green dot and "N emails received, it's working" once at least one has. Two buttons take you to View Vault or Go to Safety, and a note below reminds you that you can also drop files directly on the Vault page instead of emailing them.

The per-client instructions in step 3

What step 3 shows depends on which email system you picked in step 2.

Microsoft 365. Four numbered instructions: open admin.microsoft.com > Exchange admin center > Mail flow > Rules > + Add a rule; name it "Verinode Intelligence" and set the condition "The sender domain is", then paste in the domain list Verinode built for you (a Copy button sits next to the domain block, labeled with the domain count); set the action to "BCC the message to" and paste your intelligence address (another Copy button); save. The rule applies to every mailbox in your organization, techs, PMs, and office staff are all covered without any of them touching a setting.

Google Workspace. Four numbered instructions: open admin.google.com > Apps > Google Workspace > Gmail > Routing > Configure; check "Only affect specific envelope senders" and add the same domain list (with its own Copy button); under "Also deliver to", add your intelligence address as a BCC recipient (Copy button); save and apply to all organizational units. Every user's matching inbound mail BCCs to Verinode automatically.

Gmail (personal). A callout at the top warns that an individual Gmail rule only covers your own inbox, and suggests asking your admin about Google Workspace for company-wide coverage. Three numbered instructions: open Gmail > Settings (gear) > See all settings > Filters and Blocked Addresses > Create a new filter; paste the generated filter string into the "From" field (shown in one or more Copy blocks, split into multiple chunks if your contact list is large enough that a single filter would exceed Gmail's length limit); click Create filter, check "Forward it to", and select your intelligence address (with a note that if it isn't in the dropdown yet, add it under Settings > Forwarding first).

Other / Manual. Three numbered instructions: BCC your intelligence address on the BCC field of any business email thread (Copy button for the address); or forward vendor invoices, COIs, scorecards, and certs individually, Verinode handles the rest; or, for Exchange on-premises, Zimbra, or another mail server, ask your IT team to set up a server-side transport rule that BCCs business emails to your intelligence address.

What gets analyzed, and what doesn't

Below the wizard, a collapsible section, "What gets analyzed and what about private work?", expands to explain the boundary:

• Carrier and TPA work. Auto-forwarding catches invoices, scorecards, job assignments, COIs, and certs from known business domains once your rule is set up. No action needed after setup.
• Private and residential work. Reconstruction, remodeling, time-and-materials, and cash jobs tend to arrive from personal email addresses rather than a known business domain. Those don't get swept up by a domain-based rule, forward them individually, BCC your intelligence address on the thread, import from your ERP, or tell IQ about the job directly.
• What Verinode processes: vendor invoices, insurance COIs, carrier scorecards, certification documents, incident reports, equipment receipts, job assignments, TPA scorecards, payment notices, and AR reports.

Your intelligence address, in Settings

The address itself (the one you copy in step 1) is a shared, operator-level inbox: everyone on your team forwards to the same address, and Verinode attributes each document by reading the sender's From address, not by giving every teammate their own destination. You can rename the readable part of the address (the prefix before .iq) from Settings, and you can rotate the secret code behind it there too, if an address ever leaks, rotating issues a fresh one and the old address stops resolving immediately, while your readable prefix stays the same.

Best-practice example

A five-office restoration company with a Microsoft 365 tenant picks Microsoft 365 in step 2, and step 3 shows 34 business contacts and 21 domains already on file, carriers, TPAs, and the vendors added earlier in connecting your data. The owner adds one mail flow rule in the Exchange admin center, covering every mailbox company-wide in five minutes. In step 4, the pre-written team email goes out anyway, mostly so the PMs and office staff know what's happening and why unfamiliar mail might get BCC'd somewhere new. By step 5, a scorecard forwarded from a TPA that morning has already landed in the Vault, the status dot is green, and the count reads "1 emails received, it's working."

Related reading

• Connecting your data
• Forwarding documents
• The decision workspace
• The Feed