Seven mailboxes, one digest twice a week, and the invoices filed on the way
Twice a week, a Make scenario per mailbox reads everything new, has OpenAI write a numbered digest with links to open each email, and on the same pass reads any invoice PDF and files it in the right group company's OneDrive folder. A merge scenario combines the seven digests into one email.
Where this applies
Owners and directors with several mailboxes, holding groups, and assistants who triage mail for someone else.
- mailboxes in one digest
- 7
- digests a week, Monday and Thursday
- 2
- runs of the copy read, one error
- 11
The problem
Someone who runs several companies has several inboxes, and the mail that matters is mixed in with the mail that does not. Reading all of them every day is a job in itself; not reading them means the invoice or the question that needed an answer sits for a week.
Invoices are the sharpest case. They arrive in whichever inbox the supplier chose, addressed to one of several companies, and each belongs in that company's files. A digest that only summarises still leaves the filing to a person.
What we built
Settings at the top, the same scenario seven times
Each mailbox has its own copy of the scenario, and its first module is a block of settings: which mailbox, and how its digest is handled. Everything after it is identical, so the seven copies behave the same and differ only in that block.
Only mail since the last digest
The scenario reads the emails received since the previous digest and numbers them E1, E2 and so on, so the digest can refer to each one by number.
Invoices read and routed on the way
Each PDF attachment is passed to OpenAI with a prompt that asks for the invoice's details as JSON. The parsed result decides the folder: a router sends it to the OneDrive folder of the buyer company named on it, or to the assistant's folder to sort out when it names neither of the two. Every upload and AI step has an ignore handler, so one bad attachment never stops the digest.
The digest, with links
The emails are combined into one text with a link to open each, and OpenAI writes the digest, with a retry handler for rate limits. A companion webhook scenario serves the links, so an email can be opened straight from the digest.
Seven digests, one email
Each mailbox's digest is saved to a data store, one record per mailbox. A merge scenario runs at 11:15 on Mondays and Thursdays and sends the owner a single email made from all seven.
The outcome
Live since mid-September 2026, on Mondays and Thursdays. The mailbox copy whose history was read ran 11 times from 21 September to 19 October, with one error; the other six run the same scenario on the same schedule.
Invoice PDFs that arrive in any of the seven inboxes are filed under the company they are addressed to as part of the same run, with the rest set aside for the assistant.
Where it stops
A digest twice a week is a summary, not a triage service: urgent mail is still found by reading. Invoice routing depends on the model reading the buyer correctly, and anything it cannot place goes to the assistant's folder. The mailbox scenarios are copies, so a change has to be made seven times. Only one copy's run history was read; the merge and link scenarios' run counts were not.
Built with
- Make.com
- Gmail
- OpenAI
- OneDrive
- Make data store
- Webhooks
Patterns used
- Settings block per copy
- Number the items
- Route by buyer
- Fan-in through a data store
Page copy drafted with AI assistance. Skofi is accountable for it. Editorial policy
Have something shaped like this?
If any part of the above resembles a problem you are living with, a short call is the fastest way to find out whether it is the same problem underneath.
What happens on the call
- 15 minutes, no deck
- We map the process on the call
- A written scope, or an honest no