How IntelliBill handles your data

The short version

The currently prepared IntelliBill pilot uses a signed Mac app with guided local setup. It reads agreed Microsoft 365 email through compatible Legacy Outlook for Mac automation. Classification, matter matching, drafts, saved review decisions, and CSV preparation run on the Mac. The processing engine has no cloud-language-model fallback.

Access remains by request. Activation is pending a supported mailbox connector and release testing: Microsoft’s October 2026 change affects the prepared release’s Legacy Outlook connection to Exchange Online. We confirm the exact release, compatibility, setup, and permissions before connecting working data. See the dated pilot availability and readiness guide.

What stays on your Mac and what does not

Data	Where it lives	Leaves your Mac?
Mailbox and retrieved email	Microsoft 365 and Outlook; selected material is processed and stored locally	Outlook’s normal Microsoft 365 synchronization remains separate from IntelliBill’s local analysis.
Classification, matter matching, narrative drafts	Your Mac, using separately configured local models	The local processing route does not send this work to a hosted AI provider.
Client roster and review decisions	The local database configured during guided setup	Review backup and device-management policies with your firm.
Reviewed CSV export	A file you choose to save and transfer	Where you or your firm send or synchronize the file.
Local model files	Provisioned during guided setup	Setup requires software and model downloads; normal model processing is local.

Outlook access and permissions

• The prepared release uses Legacy Outlook for Mac AppleScript automation, with Inbox and agreed Sent Items intake. Outlook compatibility must be checked before setup.
• macOS Automation permission allows the relevant local application to control Outlook. It is a different permission boundary from a narrowly scoped Microsoft Graph consent screen. The agreed IntelliBill intake workflow reads messages; it does not send or publish billing entries.
• You can review or disable the relevant Outlook Automation permission in macOS System Settings. Stopping future access does not erase email already processed, local review records, exports, or backups.
• Agree on the mailbox, folders, date range, authorized reviewer, and any support access before using working data.

What runs locally

The signed app includes the interface and processing engine. Guided setup separately provisions PostgreSQL with pgvector, Ollama, and the required local models. Local connection credentials are configured in macOS Keychain. This release requires that setup before it can process a mailbox.

The local database and model services are configured for local access. Model files are pinned during provisioning, and the embedding workflow uses offline mode during normal operation. If local processing is unavailable, resolve it with the pilot team before continuing; there is no cloud-language-model fallback.

Human review before export

Review the source evidence, proposed client and matter, time, narrative, and any codes. Approve, correct, or reject the proposal; the local app saves review decisions. Export requests reviewed-status entries for a selected date range. You remain responsible for checking overlap with existing time, client requirements, and the receiving system’s import mapping. The pilot does not publish entries directly into a billing system. See the reviewed CSV guide.

Support, retention, and pilot closeout

Agree on any remote support or diagnostic sharing before it happens. Keep client material out of website forms and support examples; synthetic examples are sufficient for an initial setup discussion. Before the pilot ends, decide which reviewed exports to retain and how the local database, credentials, model files, and backups will be retained or removed. Disabling Automation access or deleting the application alone does not perform that closeout.

The product tour

The hosted Interactive Product Tour at app.intellibill.io uses fictional data held in your browser session. It connects no mailbox, creates no product account, and persists no working-data workspace. Consent-enabled tour milestones are measured separately from product processing.

This website

• The pilot application form is protected by Cloudflare Turnstile. Submissions are stored in Cloudflare KV for the IntelliBill team and trigger an email notification and a confirmation to you.
• Analytics and advertising pixels (Google Analytics, Meta, LinkedIn) load only after you accept them in the cookie notice. Rejecting them keeps the site fully usable.
• The Privacy Policy and Terms of Service govern the details.

What we do not claim

IntelliBill does not currently hold a SOC 2 report or an ISO 27001 certification. A signed and notarized installer establishes distribution checks; it does not establish that every firm’s setup or policy requirements are satisfied. We will answer security questions in writing before working data is connected.

Questions to ask any AI billing vendor

1. Where is AI inference performed, and by whom?
2. Which third-party AI providers or subprocessors receive client data?
3. What is retained after processing, and for how long?
4. Can you produce our data in response to a subpoena?
5. What happens when the model is unavailable: does the tool stop, or fall back to a cloud service?