Solution
A solution that automatically detects invoices received by email, identifies their period, and sorts documents according to your chosen structure.
Suitable for businesses that regularly receive invoices by email and want more efficient document administration.
How it works
01
The solution automatically checks the selected email inbox and detects new messages with potential invoice attachments.
02
Text is extracted from the invoice, the billing period or document date is determined, and the document is prepared for further sorting.
03
Documents are automatically moved to the appropriate folders, marked as processed, and logged in the processing journal when required.
04
If the system cannot reliably determine the period or processing logic, the file is routed for manual review and the responsible person is notified automatically.
Capabilities
The solution can automate the following actions:
Sample output
If the period cannot be determined, the document is routed for manual review and the responsible person receives a notification.
Suitability
The solution suits businesses that regularly receive invoices by email and want to manage their collection and sorting more efficiently.
Customisation
The solution can be tailored to your company's document flow, accounting procedures, and systems in use. Sorting logic, verification rules, and follow-up actions can all be configured to match your real process.
Available customisations
Deployment options
Choose the deployment model that best fits your team's needs and existing infrastructure.
The solution runs on KOGNEV infrastructure. We handle technical maintenance, monitoring, and any minor improvements needed. Your team has no technical deployment or day-to-day upkeep to worry about.
If you want to deploy the solution in your own infrastructure, you can purchase a workflow copy and adapt it to your processes, internal procedures, and systems in use.
Edge cases
Not all documents can always be processed the same way. That is why the solution includes a separate manual review process for edge cases.
If the system cannot reliably determine the invoice period
If the email contains no valid attachment
If the document does not match the expected structure
If a potential duplicate is detected
In such cases the document is routed for review, marked with the appropriate status, and the responsible person is notified automatically.
Benefits
Instead of manually checking emails, downloading attachments, and sorting files, most of the process runs automatically.
Invoices are sorted according to your chosen logic, reducing clutter and the time spent searching for documents.
The solution helps get documents to your accountant faster, manage larger invoice volumes, and maintain a more consistent filing structure.
Get in touch
If you'd like to explore how this solution could work for your business, reach out and we'll discuss the best option for your accounting process.
Have a clear requirement or still exploring the possibilities? Both are fine. We'll assess your situation and suggest the most suitable solution model.
Want the workflow copy right away?
If you want to deploy the solution in your own environment, you can purchase a workflow copy and adapt it to your accounting process and systems.
Buy n8n workflow copy →Prefer to talk it through directly?
Book a callWe respond within 1 business day
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