More clients with the same team
Multi-company panel, native integration with A3 Asesores and an audit trail for every entry. Grow your client base without growing your headcount.
For accounting firms →
Accounting automation with human oversight · Accounting firms, consultancies and finance teams
Your team shouldn't be typing up invoices.
firmia watches the inboxes you choose, separates the invoices from everything else, checks that the attachment is safe, reads the data, validates it against your rules and proposes the journal entry in your ERP. If something doesn't add up, it isn't posted: it stays in your inbox with the reason flagged. This is the inbox your team uses every day:
12 to review148 sent2 set aside
- Bath Electrical Supplies Ltd£10,800.0015 Jun · New supplier
- Abbey Stationers Ltd£242.0014 Jun · Ready to send
- Example Energy Ltd£1,318.4512 Jun · Due date missing
Still to decide · 1
New supplier in the ERPDetails taken from the invoice: company name, VAT number and address.Create supplier
Automatic checks · 5 of 6
- Safe document: no macros or code
- Valid VAT number
- No duplicates in 12 months
- Totals match: net + VAT = total
- Confidence above the 0.88 threshold
- Supplier not found in the ERP
BE
Bath Electrical Supplies Ltd14 Walcot Street · Bath BA1 5BGVAT No. GB 000 0000 00 · Company No. 00000000 · [email protected]
INVOICENo. 2026-00821Date 15 Jun 2026Due 15 Jul 2026
Bill toExample Client Ltd1 Queen Square · Bath BA1 2HEYour order 4471
| Description | Qty | Price | Amount |
|---|---|---|---|
| Cable H07V-K 2.5 mm² (100 m reel) | 120 | £48.50 | £5,820.00 |
| MCB 2P 16 A | 40 | £62.00 | £2,480.00 |
| Shipping and handling | 1 | £700.00 | £700.00 |
Net amount£9,000.00
VAT 20 %£1,800.00
TOTAL£10,800.00
Payment by bank transfer · Sort code 00-00-00 · Account 00000000Due in 30 days
Original invoice
30 sof processing per invoice, on average
100%of entries with an audit trail
2–3 wksof parallel running alongside your team
0entries that skip your rules
No magic: every entry goes through your rules.
firmia doesn't guess. Every extracted field is checked against your supplier catalogue, your chart of accounts and the rules you define. And the decision to post has an owner: you.
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Step 1 · Triage
What is an invoice and what isn't
firmia watches the inboxes you choose and classifies every document: invoices and corrective invoices go into the workflow; delivery notes, quotes and advertising are set aside. Every attachment is scanned for macros or code before it is opened.
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Step 2 · Extraction
Confidence per field
The engine reads the document and assigns a confidence level to each field, not to the document as a whole. One doubtful value doesn't contaminate the rest.
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Step 3 · Validation
Checks and totals
NIF against the census of the Spanish tax agency (AEAT), supplier in the catalogue, duplicates, arithmetic check (net + VAT = total), consistent VAT rates, the supplier's usual ranges…
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Step 4 · Checkpoint
Decision by threshold
You define what is posted automatically and what needs approval: by amount, supplier, account or confidence. Anything that doesn't add up is held back with the reason flagged.
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Step 5 · Journal entry
Into the ERP via the official API
The entry goes into Business Central or A3 Asesores through the official API, with its full record. No ERP? You get the results in a panel with tables and can download them in Excel or CSV.
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Step 6 · Filing
Record and reconciliation
The original document is filed and linked to its entry, and the payment is reconciled with the bank transaction. Searchable and exportable for your auditor.
An invoice that fails validation never reaches the ERP: it stays in the inbox with the failed check flagged, as in the example above. Automation speeds things up; the judgement is still your team's.
One engine. Three ways to get value from it.
Manual posting slows down any team that processes invoices in volume. firmia adapts to how yours works.
Margins that grow per client
Standardise accounts payable processing across your whole outsourcing portfolio, with measurable SLAs and exportable traceability.
For consultancies →Month-end close without bottlenecks
Accounts payable up to date in Business Central, control by cost centre and an auditable record of every transaction.
For finance teams →“Our month-end close went from 4 days to 4 hours. The accounting team can finally focus on analysis instead of data entry.”
Invoices is the first line. Not the only one.
We apply the same method (the AI proposes, your rules validate, a person decides and everything is recorded) to other tasks that repeat in your company.
Your team shouldn't be typing up invoices
Finding invoices in inboxes and folders, classification, data capture, malware checks, account coding in your ERP and bank reconciliation.
How it works →Arrive at every meeting with everything ready
One inbox for email, WhatsApp and your website form. firmia books the appointment and asks for documents and payment before the meeting.
See Appointments →Every day counted, residency clear
Apps to track the 183-day rule and prepare the evidence file for Spain's foreign-work exemption (art. 7.p LIRPF).
See Global mobility →Software that fits your process
Internal apps, integrations with your ERP or CRM and AI automations, scoped, built and maintained by the same team.
See Custom development →Bring your team up to speed on AI
Which tools to use, with which data and which not, and how to get the most out of them in real work. Workshops by department.
See AI Academy →Tell us what repeats every week
In a 30-minute call we look at which tasks make sense to automate, in what order, and what isn't worth touching.
Book a call →We don't ask for faith. We ask for three weeks.
We don't connect firmia to your accounts and "see what happens". The start is designed so you can check the numbers with your own data before giving the system any autonomy.
Day 1
Connection and rules
We connect the inboxes you choose (read-only) and the ERP, load your supplier catalogue and define the initial rules with you: thresholds, accounts, exceptions.
Weeks 1–3
Parallel running
firmia proposes every entry and your team approves them one by one, comparing each with their own judgement. It is your test bed with real invoices: you measure the accuracy before trusting it with anything.
At your pace
Gradual autonomy
When the numbers add up, you raise the automatic posting threshold supplier by supplier or account by account. Autonomy is earned with data; it is never imposed.
Your data, treated as what it is.
We work with our clients' accounts. The safeguards aren't an annex to the contract: they are part of the product's design.
Data hosted in the EU
Storage and processing entirely within the European Union, encrypted in transit and at rest. GDPR compliant, with a data processing agreement.
Minimum permissions
Read-only access to the inboxes you choose, nothing more. In the ERP, only the permissions needed to create entries: firmia cannot change or delete anything.
Your documents don't train models
Your clients' invoices are used to process them, not to train third-party models. They are kept for as long as your retention policy requires, and not a day longer.
Exportable traceability
Every entry keeps its record: original document, extracted fields, confidence, validations, who approved it and when. Ready for internal or external audit.
Manual, OCR or firmia: run your own numbers.
Move the slider and compare the three ways of posting supplier invoices: typing them in, with a classic OCR that reads but doesn't validate, or with firmia. In cost and in reliability.
505001,000
Typed into the ERP
€1,067per month
- Time per invoice
- 8 min
- Hours of your team
- 53 h
- Staff cost
- €1,067
- Software
- €0
Low reliability
Depends on the person and the day. Typing errors, duplicates that slip through, no record of who did what.
Reads the fields, you check them
€520per month
- Time per invoice
- 3 min
- Hours of your team
- 20 h
- Staff cost
- €400
- Software
- €120€0.30 per page
Medium reliability
Reads clear text well, but doesn't check VAT numbers, duplicates or totals. If it misreads and nobody notices, it is posted wrong.
Reads, validates and posts
€332per month
- Time per invoice
- 1 min
- Hours of your team
- 7 h
- Staff cost
- €133
- Software
- €199Pro plan · up to 500 invoices
High reliability
Scans the attachment for safety, validates against your rules and holds back anything that doesn't add up. Every entry with its record and its author.
Saving versus manual€735
Assumptions: €20/h staff cost; 8 min per invoice typed in; 3 min of review per invoice with OCR and €0.30 per page of OCR licence (the usual market price, varies by provider); with firmia, 1 min on average per invoice to review only the exceptions, and the plan that matches your volume. In the demo we repeat the calculation with your real data.
Try it with your invoices.
Bring ten real invoices to the demo and watch the panel work with them, validations included. No commitment.
Reply within 24 working hours