Automatic accounting in Fiken
Process email receipts into Fiken automatically: OCR invoices with Mistral, match or create suppliers, post safe purchases, and notify on unsupported cases.
Created by Chris Moen • Version 148 • 59 steps
Save time on manual bookkeeping
Managing receipts and invoices is often a tedious bottleneck for small businesses and finance teams. This workflow automates the transition from your inbox to your Fiken accounting software. Instead of manually downloading attachments and typing in details, this template handles the data extraction and entry for you. It ensures your books stay up to date without the usual administrative burden, allowing you to focus on running your business.
How the automation works
The process begins when a new receipt arrives via a webhook or a connected email service like SendGrid. First, the system uses the Mistral Application Programming Interface (API) to perform Optical Character Recognition (OCR) on the document. Mistral reads the text to identify the supplier, date, amount, and VAT details.
Next, the flow checks your Fiken account to see if the supplier already exists. If it finds a match, it links the document to that contact. If the supplier is new, the automation creates a record for them automatically. The system then reconciles this transaction against your bank data from the Folio Bank API. If the data is clear and the purchase is safe, it posts the entry directly to Fiken. If the system encounters a complex or unsupported case, it sends you a notification so you can review it manually.
Key benefits for your team
This template provides a reliable way to keep your accounts accurate while removing the need for repetitive data entry. Since it only posts transactions it identifies as safe, you maintain full control over your financial records.
- Reduce human error: Automated extraction ensures figures and dates are recorded exactly as they appear on the receipt.
- Faster reconciliation: Linking Folio bank data with Fiken entries happens in real time, making month-end closing much quicker.
- Smart supplier management: The flow automatically organises your supplier list by matching or creating records as needed.
- Proactive alerts: You only step in when the automation identifies an edge case that requires a human touch.
- Lower overheads: You'll spend fewer hours on basic bookkeeping tasks, which helps lower your administrative costs.
Who is this for?
If you're a business owner or accountant in Norway using Fiken and Folio, this flow is designed for you. It's particularly helpful for companies with a high volume of digital receipts who want a more organised, hands-off approach to their financial management.
FAQ
What does the automatic accounting flow for Fiken do?
This automation processes email receipts and invoices directly into your Fiken account. It handles data extraction, matches documents to suppliers, and posts clear-cut purchases automatically.
How does the flow process my digital receipts?
The system uses Mistral AI to scan your invoices and identify key details via Optical Character Recognition. It then checks your existing Fiken records to match the supplier or creates a new one if needed.
Which services do I need to connect for this automation?
This workflow connects the Mistral, Fiken, Folio Bank, and SendGrid Application Programming Interfaces. It uses Webhooks to trigger the process the moment a new receipt arrives in your inbox.
What happens if the automation doesn't recognise an invoice?
The flow only posts purchases it identifies as safe. If the AI encounters an unsupported case or an unclear document, it sends you a notification via SendGrid so you can handle it manually.