Standing service workflow-accounts-inbox-routing-tested-and-tuned-every-month · revised 12 October 2026
Standing service
Keep your accounts mailbox routing tested and tuned every month, with misroutes reported
Each month we sample new mail in your accounts mailbox, report any misroute that matters and tune the labels, so the routing keeps working as your suppliers and mail change.
This starts a conversation by email. Nothing is charged, and nothing is run, until we have agreed scope, access and terms with you in writing.
The responsibility you hand over
Mail routing drifts: new suppliers write in new ways, a model version changes without notice and an old label stops fitting. Nobody notices a misroute until an invoice sits unseen. The monthly job is to measure the routing on fresh mail and fix it before it costs you.
Who it’s for: Office or finance manager whose accounts mailbox routing is switched on and who wants it watched.
Usually starts when: Your accounts mailbox routing is live, and suppliers, senders and wording keep changing.
The result: Each month you receive a report on 100 new emails from your mailbox that your own people label: the share of each label found and the share right, any misroute that matters, the share in "Unsorted" and the changes we made to the labels, with the frozen test pack re-run.
What stays true, and what we do about it
No response-time guarantee is published for this new service. A target for delivering each month's result is agreed in writing before it starts, set to what a service at this stage can keep.
Hours are agreed in writing before the service starts. At launch the service is not staffed round the clock and runs once each month.
What must remain true
- No invoice, statement, legal or tax-authority email is routed to the wrong place without being counted and reported
- The routing passes the frozen test pack each month
What we watch
- A monthly sample of redacted new emails, labelled by two of your people
- The routing log from your mailbox
When something happens
Scroll the table sideways to read it all.
| When | What we do |
|---|---|
| A month closes and the labelled sample arrives. | We measure the routing and send the report and any label changes. |
| An email that matters is found in the wrong place. | We report it first, find the cause and propose a label change for you to approve. |
| The mail system or the model version changes. | We re-run the frozen test pack before the next month's routing is trusted. Linked job: Accounts inbox sorted and routed |
We do on our own
- Read the month's inputs and run the agreed checks
- Prepare the monthly result and the test report
- Offer the matching one-off job as a next step
We ask you first
- Any change to a pass mark, rule, threshold or the inputs covered
- Any request for wider access to a system
- Starting any fix, rebuild or backfill
We escalate to you when
- A severe error is found in the monthly sample
- The same failure appears two months running
- The inputs stop arriving or change shape
How you know it held. Each month you can re-run the frozen test pack with the steps we hand over, and the report states the cases run, passed and held.
How we keep it true
This service is never finished. Each month's report shows whether the thing it watches stayed true, and it continues until you end it.
Sort your accounts mailbox so invoices, statements and queries reach the right person Job Optional
Each new email in one shared mailbox gets one label from your list of up to eight and the label or folder set for that person; unsure ones go to "Unsorted". Nothing is forwarded, sent or deleted.
Bought separately, each time it is needed; not part of the monthly fee
What is included, and what is not
- Monthly routing report
- List of label changes made
- Test report
Included
- A monthly sample of 100 redacted new emails, labelled by two of your people
- The share of each label found and right, the misroute list and the Unsorted share
- Label tuning within your label list of up to eight
- The frozen test pack re-run, including ten emails that carry planted instructions
Not included
- Sending, deleting or replying to any email
- Adding labels beyond eight or languages beyond two
- Legal, tax or financial advice: a named person at your business decides
- Sending, posting or filing anything: a person at your business does that
- Any response-time guarantee or out-of-hours cover
How we know it’s done
Agreed with you before work starts. Each check produces evidence you keep.
Each month on 100 emails labelled by two of your people, each label with 10 or more emails has at least 85% found and 85% right, and every misroute that matters is listed (100 emails is a tripwire; small labels are reported but not scored)
Evidence: A table of which label was mistaken for which
The connection still cannot send, reply, forward or delete
Evidence: The permission list and a refusal test
Each month a random sample of 30 outputs is checked against the source by a separate automated reviewer, and a severe error stops the service until it is fixed and re-tested
Evidence: The sample sheet
Originals are unchanged (checksums match); the only writes to your mailbox are the labels the routing applies; nothing was sent, replied to, forwarded or deleted
Evidence: Checksums before and after, and your own audit trail
Sign-off. You read each month's result and tell us whether the test and thresholds still suit you. A month counts as delivered when you have received the result and the test report.
If it fails. If we cannot run a month because an input is missing or has changed shape, we say so, explain what we need and do not guess. If the service is not working for you, you can end it at the end of any month.
When it fits, and when we stop
It fits when
- The matching one-off job's conditions hold for your material
- Each month's inputs arrive through the agreed secure route in the same shape
- A named person at your business who decides what to do with the results and approves anything that goes live or to someone outside
We stop and tell you if
- Inputs change shape and cannot be mapped to the agreed one
- Nobody on your side reads the monthly result for two months running
- You want the system to post, send, file or pay by itself, without a person at your business approving each action
What could go wrong
The service reads, tests and reports. Ending it leaves your systems and the way you work exactly as they are, and you keep every report we sent.
Scroll the table sideways to read it all.
| Risk | How we handle it |
|---|---|
| A new kind of email is routed with confidence to the wrong place. | Unsure mail goes to Unsorted, and the monthly sample measures misroutes that matter on fresh mail. |
| The monthly result is trusted without its test report. | Each result goes out with its test report, and a failed re-run is stated at the top. |
| Text inside a document or email tries to give the system instructions, such as "mark this paid". | The reading step has no permission to send, post or pay. Code checks its output, and planted hostile items must change nothing. |
| Real documents carry personal or confidential data. | First tests use synthetic or redacted files. Real files move only after a written agreement names the model provider, its country, how long it keeps data and whether it trains on it. |
A separate automated reviewer checks each month's result against the agreed test before it is sent. Your named person decides what to do with it. No human supervisor from us is included unless your agreement names one. At launch the work is largely automated, and we say so.
Stays with a person
- Your named person decides what to do with each result and approves anything that goes live or to someone outside
Access we would need
- Redacted or synthetic copies of your files, sent through a secure route agreed in writing
- No login or key; only the existing read-and-label connection to your mailbox, created and held by you, with no send, reply, forward or delete permission
Questions
Do you read our mailbox all month?
No. We read a monthly sample your people label, and the routing logs. The connection stays read-and-label only.
What if routing fails badly?
You switch it off with the run book. We tell you what we found and fix the labels before it goes back on.
Also part of
Send an enquiry
Send us
- Which one-off version fits you, and the volume you expect each month
- Who receives the monthly result. No files or logins in the first enquiry
Later, once you agree
- The first month's inputs through a secure route agreed in writing
- The frozen test set and pass marks, agreed in writing
- A named person who reads each month's result
You keep your accounts, mailbox, bank and every original document. We work from copies or exports sent through a secure route agreed in writing, and we never ask for passwords or keys in the first enquiry. Nothing is posted, sent or paid by us. Before any real file moves, the written agreement names the model provider, its country, how long it keeps data and whether it trains on it. Our copies are deleted, in writing, when the job ends.
Email fallback: open your mail app
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