Auto-sync for incoming invoices: when to turn it on (and when not)

By default every invoice that arrives in Fakturqa waits for your review step — you open the detail, look at the extracted data, click Confirm and the invoice goes into accounting. For most situations that's the right setup. For some suppliers though it adds a needless extra step — and that's where auto-sync comes in.

What auto-sync is

Auto-sync is a property of an inbound address. When you turn it on, an invoice arriving at that address still goes through OCR, but skips the review step — Fakturqa creates it in accounting directly and marks it paid (if the payment method is clear from the invoice). You get a notification email and push, but you don't have to approve.

Auto-sync is always per inbound address, not per organisation. That means you can have multiple addresses at once:

• Trusted address (auto-sync on) — for suppliers you know and trust
• Review address (auto-sync off, default) — for new suppliers, one-offs, suspicious mail

When to turn auto-sync on

Recurring monthly subscription fee

Google Workspace, AWS, GitHub, Vercel, mobile carrier, hosting, domain registrar, office software. These invoices arrive month after month, same structure, same line items, same amount (or minor changes). OCR accuracy is near 100% for them. Feel free to set up google@…, aws@… and so on as auto-sync addresses.

Consistent large supplier

Your main material supplier who sends you invoices each month in the same format. If you know their invoice structure and see OCR handles them reliably (after a few tests), auto-sync saves an hour a month.

Automated systems with low amounts

Small fees (Stripe payouts, Slack add-ons, integrations) where even an OCR error has negligible risk. Auto-sync is fine.

When NOT to turn auto-sync on

New supplier

Whenever you start working with a new supplier, review the first few invoices manually. You'll see whether they have a standard structure, whether OCR extracts the business ID correctly, whether line items go through. After 2-3 invoices you'll either trust them enough for auto-sync or recognise that ongoing review makes sense.

High amounts

Rule of thumb: never auto-post an invoice whose error would bother you more than 10 minutes of daily review. An invoice for 200,000 CZK with a wrong amount or VAT has bigger consequences than one for 200 CZK. 10 seconds of review is not wasted.

Irregular suppliers

If someone sends an invoice once every six months, you don't have enough samples to gauge whether OCR will extract consistently. Better to review manually.

Complex VAT (reverse charge, OSS)

EU reverse-charge invoices, non-EU invoices (US, UK post-Brexit) — it's worth a glance to verify OCR recognised the VAT regime correctly. A bit of manual review pays off here.

How to set up auto-sync

1. In Fakturqa go to Settings → Inbound addresses.
2. Click Create new address. Name it after its purpose (e.g. „Google", „Trusted SaaS", „AWS").
3. Tick Auto-sync and pick which connected accounting (iDoklad / Fakturoid / Flexibee) it should send to.
4. Save and copy the address, e.g. google-trusted@mail.fakturqa.com.
5. In Gmail create a filter: from:billing@google.com → Forward to google-trusted@mail.fakturqa.com.
6. Done. Next month the invoice arrives, OCR extracts and Fakturqa posts it to accounting. You get just a notification email — for peace of mind, not action.

What happens if auto-sync makes a mistake

The invoice will be in accounting — but when you spot a mistake (e.g. wrong extracted amount), you can fix it directly in iDoklad / Fakturoid / Flexibee. The Fakturqa record stays (Documents → Status „Synced") and shows both the original extracted data and a link to the accounting document.

If a particular supplier auto-syncs with errors repeatedly, turn auto-sync off for their inbound address and invoices go back through review. Or keep auto-sync on and fix in accounting — depends on which is less effort in your workflow.

Auto-sync as a mental model

Auto-sync isn't „turn on and forget" — it's delegating to AI with occasional spot checks. We recommend:

• Monthly, take a look at the auto-synced invoices in accounting and confirm there are no exceptions.
• When there's a major change (new Google plan, different invoice structure), consider temporarily disabling auto-sync for a few invoices.
• At year-end close, walk through your auto-sync addresses and re-evaluate whether they still make sense.

Summary

• Turn auto-sync on for recurring, predictable, low-risk suppliers (Google, AWS, hosting, software).
• Don't turn auto-sync on for new suppliers, high amounts, complex VAT (reverse charge, OSS) or irregular invoices.
• Have multiple inbound addresses — one auto-sync for known, one standard for everything else.
• Spot-check occasionally what goes through auto-sync — trust but verify.

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