Fakturoid: how to forward incoming invoices into Fakturqa

If you use Fakturoid and supplier invoices arrive by email, the biggest time drain is manually creating these as Expenses. Fakturqa can do this for you — from an email or a mobile photo it extracts the data and saves it into Fakturoid. Here's how to set it up.

What you'll need

• A Fakturoid account (paid or free Fakturoid plans both work).
• A Fakturqa account — free signup at fakturqa.com.
• An email account (Gmail / Seznam / your own domain) that receives supplier invoices.

1. Connect Fakturoid to Fakturqa

1. In Fakturqa go to Settings → Connections.
2. Click Connect Fakturoid. You'll be redirected to Fakturoid for OAuth consent.
3. After return you see the green Connected state. Fakturqa has secure access — tokens are AES-256 encrypted in our DB and you can disconnect anytime with one click.

2. Find your inbound address

In Settings → Inbound addresses you'll see your default address, something like fakt-2891@mail.fakturqa.com. Anything that arrives there gets OCR'd by Fakturqa and creates an expense in Fakturoid.

You can create multiple addresses — for example google@… with auto-sync for the Google Workspace invoice you don't need to review, and general@… for everything else that goes through review.

3. Set up forwarding in Gmail

1. In Gmail go to Settings → Forwarding and POP/IMAP → Add a forwarding address. Paste your Fakturqa inbound address.
2. Gmail sends a verification email. Find it in Fakturqa Documents as a received document — copy the code from the verification email and paste back into Gmail. (You can delete the document, it's just verification.)
3. Filters and blocked addresses → Create new filter tab.
4. Rule: from:(billing@google.com OR receipts@stripe.com OR no-reply@aws.amazon.com). Or broader subject:(invoice OR receipt OR faktura).
5. Filter → Forward to → your Fakturqa address. Optionally Mark as read and Archive.

4. Set up forwarding in Seznam.cz (Email.cz)

1. Top right Settings → Forwarding rules → New rule.
2. Condition: Subject contains invoice/faktura or From is a specific supplier.
3. Action: Forward to your Fakturqa address. Save.
4. Some Seznam accounts send a verification email — click the link if you get one.

5. What happens when an invoice arrives

1. The Postmark webhook catches the email within seconds.
2. AI extracts the PDF or email body — supplier, business ID, invoice number, issue date, due date, VAT rates and line items.
3. If the address has auto-sync off, the invoice appears in Fakturqa Documents → Reviewing. You get a notification email and a push (if you have the mobile app).
4. You open the detail, check the data, fix if needed and click Confirm.
5. Fakturqa calls the Fakturoid API and creates the expense. Done.

Common issues

Invoice doesn't reach Fakturoid

• Check Settings → Connections in Fakturqa — if the status is red, the connection expired and you just click Reconnect.
• If a supplier in Fakturoid has a unique structure (e.g. a specific VAT code), Fakturqa shows it in the review screen and you can fix before clicking Confirm.

Extraction was off

• Edit fields in review and click Confirm. Manually corrected values go into Fakturoid exactly as you set them.
• If the OCR keeps making the same mistake for a particular supplier, email me at info@fakturqa.com — send a sample PDF and we'll try to improve it.

Plan limit

Free tier covers 5 incoming invoices a month. If you need more, plans Start (30/mo), Pohoda (100/mo) or Pro (300/mo) cover most sole proprietors and small companies.

Summary

• Connect Fakturoid + Fakturqa in a minute via OAuth.
• Gmail / Seznam filter forwards invoices to your inbound address.
• AI extracts → you confirm → Fakturoid has the expense.
• For recurring suppliers (Google, AWS) consider auto-sync — no manual step.

Try with Fakturoid — free

5 invoices per month free forever. Connection takes a minute.