How IntelliBill handles your data

The short version

IntelliBill is a Mac app. It retrieves the Microsoft 365 email you authorize, and every step after that runs on your Mac: identifying likely billable work, matching it to a client and matter, drafting the narrative and duration, holding it for your review, and writing the reviewed CSV. There is no IntelliBill cloud that processes your email and no third-party AI provider in the loop.

What stays on your Mac and what does not

Data	Where it lives	Leaves your Mac?
Email messages retrieved from Microsoft 365	Your Mac, in the app's local database	No. They come from your Microsoft 365 tenant, where they already live.
Classification, matter matching, narrative drafts	Computed on your Mac with bundled local models	No
Client and matter roster	Your Mac	No
Review decisions and corrections	Your Mac	No
Reviewed CSV export	A file you download and move to your billing system	Only where you send it
Model weights (about 10.3 GB)	Downloaded once into the app on first launch	Inbound only

Microsoft 365 access

• Access is read-only, through Microsoft Graph, to the Inbox and Sent Items of the mailbox you authorize during setup.
• Nothing is written back to the mailbox. IntelliBill does not send, move, label, or delete email.
• Consent is granted in Microsoft 365 and can be revoked there by you or your tenant administrator at any time, which stops all retrieval.

What runs locally

The app bundles PostgreSQL, the pgvector extension, Ollama, and the IntelliBill v2 engine. No Terminal work and no separate installers. The language models used for classification and drafting run through Ollama on your Mac. If the local model is unavailable, the scan stops; the app has no cloud language model fallback and makes no calls to OpenAI, Azure, Anthropic, or any other hosted AI service.

Human review before export

Every proposed entry carries the evidence it was drawn from (participants, subject, timestamp, thread context) and a confidence signal. Ambiguous matches are held for a person to resolve. Delivery checks look for duplicates, unresolved clients, overlapping activity and unusual estimates before a reviewed CSV can be downloaded. No entry reaches your billing system without a person approving it.

The product tour

The hosted Interactive Product Tour at app.intellibill.io uses sample data held in your browser session. It makes no product API calls, creates no account, and stores no workspace.

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, and this page does not claim one. The pilot's confidentiality posture rests on architecture, not on a certificate: your privileged email is analyzed on hardware you control. Ask us, and any other vendor, exactly where inference runs and which third parties touch the data. We will answer in writing.

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?