Automatic accounting in Fiken
Automatically process email receipts into Fiken. Uses Mistral OCR, matches or creates suppliers, auto-posts safe purchases, and notifies on unsupported cases.
Created by Chris Moen • Version 146 • 40 steps
How the automation works
Managing receipts often feels like an endless cycle of manual data entry and document sorting. This template automates the entire journey from your inbox to your accounting software. When you receive a digital receipt or invoice via email, the flow triggers immediately. It uses Mistral Optical Character Recognition (OCR) to read the attachment, extracting vital details like the vendor name, date, currency, and total amounts.
The system then cross-references this data with your Fiken account. If the supplier already exists, the flow links the receipt to them. If it is a new vendor, the automation creates a contact for you. For standard, low-risk purchases, the flow automatically posts the transaction to your ledger. If the logic encounters a complex document or an unsupported edge case, it sends you a notification so you can review it manually.
Integrations and setup
This workflow connects several powerful tools to handle your bookkeeping tasks. We use SendGrid to manage incoming document traffic and Webhooks to bridge data between platforms. Mistral provides the intelligence needed to interpret messy receipt data, while the Fiken Application Programming Interface (API) handles the heavy lifting within your accounts. You can also connect Folio to match transactions against your bank feeds, ensuring your records are always accurate and reconciled.
Key benefits for your team
By removing the manual steps of downloading, uploading, and typing, you free up your finance team for more strategic work. This automated approach reduces human error and ensures you never miss a tax deduction because of a lost email.
- Faster processing: Receipts move from your inbox to Fiken in seconds rather than days.
- Reduced data entry: OCR technology handles the tedious task of transcribing numbers and dates.
- Complete accuracy: Automated matching prevents duplicate entries and ensures VAT is recorded correctly.
- Smart notifications: You only need to intervene when the system detects something unusual.
- Scalable bookkeeping: Handle a growing volume of invoices without hiring more administrative staff.
Is this template right for you?
If you're spending more than an hour a month manually uploading receipts or chasing employees for digital invoices, this flow is a perfect fit. It is designed for businesses that want a clean, hands-off approach to bookkeeping while maintaining total control over their financial data. You'll get more time back and a much clearer view of your real-time expenses.
FAQ
What does the automatic accounting flow for Fiken do?
This workflow captures receipts from your emails and automatically records them in Fiken. It identifies supplier details, matches them to your existing records, and posts safe purchases without manual input.
Which services does this automation use?
The flow uses Mistral Optical Character Recognition (OCR) to read your receipts and SendGrid to handle incoming emails. It also connects with Folio, Webhooks, and the Fiken Application Programming Interface (API) to manage data.
How does the flow handle different types of receipts?
When the system detects a safe purchase, it posts the entry directly to your accounts. If the purchase is complex or unsupported, the flow sends you a notification so you can review it manually.
Is it easy to customise this Fiken automation?
You can set up the automation by connecting your Fiken account and configuring the SendGrid email trigger. Because the flow uses Webhooks and an API, you can customise the matching logic to fit your specific business needs.