Automatic accounting in Fiken

Automates accounting in Fiken from email receipts. Uses Mistral OCR to extract invoices, matches or creates suppliers, posts safe purchases, and alerts on unsupported cases.

Created by Chris Moen • Version 204 • 123 steps

Smart receipt processing

Keeping track of business expenses often involves manual data entry and searching through email inboxes. This workflow automates your accounting by extracting information directly from digital receipts and sending it straight to Fiken. It handles the heavy lifting of identifying suppliers and categorising purchases, so you do not have to spend your weekend catching up on bookkeeping. By connecting your email to your accounting software, you ensure that every deductible expense is recorded as soon as it arrives.

How the automation works

The process begins when a new receipt arrives via a SendGrid email hook or a direct webhook. The system uses Mistral Optical Character Recognition (OCR) to read the attachment, identifying the vendor, the total amount, and the tax breakdown.

Once the data is extracted, the flow checks your existing Fiken records to see if the supplier already exists. If it is a new vendor, the automation creates a profile for them. It then cross-references your bank transactions from the Folio Bank Application Programming Interface (API) to match the receipt with a specific payment. If the match is certain, the flow posts the purchase automatically. If the system encounters an ambiguous receipt or an unsupported format, it sends you an alert so you can review it manually.

Key benefits for your team

This template helps small businesses and finance teams maintain accurate books without the administrative burden.

  • Accuracy: Mistral OCR identifies line items and tax rates precisely, which reduces manual entry errors.
  • Time savings: You no longer need to download PDFs and upload them to Fiken one by one.
  • Real-time updates: Your financial reports stay current because receipts are processed the moment they hit your inbox.
  • Error handling: The system flags uncertain matches, giving you full control over your financial data.

Integrated tools

This workflow connects several powerful services to manage your finances. It uses Mistral API for advanced document recognition and the Fiken API for accounting actions. It also integrates with SendGrid for email intake, the Folio Bank API for transaction matching, and OpenAI for intelligent data sorting. This combination provides a reliable bridge between your inbox and your balance sheet.

FAQ

How does the automatic accounting flow for Fiken work?

This workflow automates your bookkeeping by extracting data from email receipts and recording the transactions directly in Fiken. It identifies suppliers, creates new ones if needed, and posts confirmed purchases while flagging any complex cases for your review.

Which apps and services does this integration use?

The system uses Mistral Optical Character Recognition (OCR) to read your invoices and OpenAI to process the data. It connects with Fiken and Folio Bank for financial records, and uses SendGrid to handle email notifications.

What do I need to set up this accounting automation?

You'll need active accounts for Fiken, Folio Bank, and the required Artificial Intelligence (AI) platforms. Once you've connected your APIs and set up a dedicated email address via SendGrid, the flow can start processing your receipts automatically.

Is the automated bookkeeping accurate?

The flow uses high-accuracy OCR to match invoices against your bank transactions. If the system encounters an unsupported document or a mismatch, it sends an alert so you can handle the entry manually.