Automatic accounting in Fiken

Automates email receipt processing into Fiken using Mistral OCR, matches suppliers, posts safe purchases, and alerts on unsupported cases.

Created by Chris Moen • Version 182 • 61 steps

Simplify your expense management

Managing receipts and invoices often feels like an endless cycle of manual data entry. This workflow automates the entire process by connecting your email inbox directly to Fiken. Instead of manually downloading PDFs and typing out amounts, the system detects incoming documents, reads the data, and archives them in your accounting software. It is designed for businesses that want to keep their books up to date without spending hours on administrative tasks every week.

How the automation handles your data

The process begins when a receipt arrives via SendGrid or a dedicated Webhook. First, the flow uses Mistral Optical Character Recognition (OCR) and OpenAI to identify the supplier, currency, and total amount. It then cross-references this information with your Folio Bank transactions to ensure the data matches your actual spending. If the purchase is clear and matches a known supplier in Fiken, the flow posts the entry automatically. If the system encounters a new supplier or an unclear receipt, it sends a notification so you can review it manually. This ensures your records stay accurate while removing the repetitive work for standard purchases.

Why use this accounting template

By automating your bookkeeping, you reduce the risk of human error and ensure you never miss a tax deduction because of a lost receipt. Here are the main benefits of using this flow:

• Instant processing: Receipts are analysed and uploaded the moment they hit your inbox.
• Smart matching: The integration with Folio Bank validates that every expense corresponds to a real bank transaction.
• High accuracy: Mistral OCR provides precise text extraction even from grainy scans or photos.
• Exception handling: You only get involved when there is a genuine uncertainty, keeping your focus on important work.
• Better compliance: Maintains a digital trail of all documents, making it easier to handle audits or year-end reporting.

Integration requirements

To get started, you will need active accounts with Fiken and Folio Bank. The automation uses OpenAI and Mistral to power the document intelligence, ensuring that your financial data is interpreted correctly. Whether you are a small business owner or part of a finance team, this setup provides a predictable, reliable way to manage your company expenses.