firmia connects your email and your ERP. What happens in between is not a black box: it is a defined, measurable and auditable process, fully recorded. Your team steps in exactly where you decide.
Follow a real invoice from the moment it lands in the inbox until it is reconciled. On the right, what you would see in firmia at each stop.
In your panel you choose which inboxes to automate: the invoices inbox, the admin inbox or one per company. firmia watches them in the background (Outlook, Gmail, Teams or any IMAP) and collects every email with its attachments, in any format.
A real inbox is full of everything except invoices. firmia classifies each document before touching it: invoices and corrective invoices go into the workflow; delivery notes, quotes, payment reminders and advertising are set aside. And before anything is opened, it scans every attachment for macros, scripts and suspicious links.
This isn't basic OCR: the engine understands the context, tells VAT rates apart, identifies order lines and cross-checks the data against your supplier catalogue. Every field carries its own confidence level, so one doubtful value doesn't contaminate the rest.
Before proposing the entry, firmia checks the data against your catalogue, your accounts and your rules, and verifies that the document adds up. You define what is posted automatically and what waits for your approval: by amount, supplier, account or confidence. Anything that doesn't add up is held back with the reason flagged.
The approved invoice goes into Business Central or A3 through its official API, as a draft if you prefer, with undo and with its full record. If you don't have an ERP, the entry stays in your panel in tables, ready to download in Excel or CSV and hand to your accountant.
| Account | Description | Debit | Credit |
|---|---|---|---|
| 600.00001 | Purchases of materials | 9,000.00 | |
| 472.00021 | Input VAT 21% | 1,890.00 | |
| 400.00821 | Suministros Ejemplo | 10,890.00 | |
| Balanced | 10,890.00 | 10,890.00 | |
The original document is filed and linked to its entry, with fields, confidence, validations, who approved it and when. When the payment comes in, firmia matches it with the bank transaction and proposes the reconciliation. Searchable and exportable for your auditor, with the retention your policy requires.
✓ Reconciled automatically · account 400.00821 settled
Everything is set up from your firmia control panel, without touching code and without changing how your team works.
You select which email inboxes to automate: the invoices inbox, the admin inbox or one for each company or client.
You choose the ERP where entries are recorded and firmia creates them through its official API, with your accounts and your rules.
If you don't have an ERP, firmia leaves the results in a panel with tables and charts, where you review, filter and download them.
Invoices arrive in your inbox grouped by month: to review, sent or set aside. On the right, always the original invoice so you can check each value.
If everything adds up, the invoice is ready to send. If not, firmia tells you what is missing: a new supplier to create in the ERP, a due date that isn't shown or a value read with low confidence.
You send the invoice to the ERP as a draft, or set it aside for later. You can undo the last send, and everything stays in the history.
Manual data entry isn't just a cost: it is capacity your team isn't spending on work that adds value.
The difference between a serious tool and an experiment lies in the exceptions. This is exactly what firmia does in each case, and in none of them does it post on its own.
firmia prepares the new supplier record with the data extracted from the document and leaves it pending your approval. The invoice waits; no supplier is made up.
If the number, supplier and amount match an invoice from the last 12 months, it is blocked and the panel shows both documents side by side for you to decide.
If net + VAT don't add up to the total, or the VAT rate doesn't match the supplier's history, the invoice is held back with the failed check marked in red.
Any field below the threshold you set sends the invoice for review, with that field highlighted on the original document. You only correct what is doubtful, not everything.
Every exception is recorded with its reason and how it was resolved. Over time, that history tells you which rules to tighten and which suppliers to give more autonomy.
First, two or three weeks of parallel running with your real invoices. Then, as much autonomy as you decide. No lock-in.
