iDoklad: how to forward incoming invoices into Fakturqa

If you use iDoklad and supplier invoices arrive by email (Google Workspace, AWS, GitHub, Vercel, hosting…), the biggest time sink is manually entering them as Received invoices. This guide shows how to set up forwarding so incoming documents land in iDoklad on their own.

The idea in two sentences

When you sign up to Fakturqa, you get a unique inbound address like your-firm@mail.fakturqa.com. Anything that arrives there gets processed (OCR via AI) — supplier, business ID, amount, VAT, due date and line items extracted — and saved as an expense in iDoklad.

1. Connect iDoklad to Fakturqa

1. In Fakturqa go to Settings → Connections.
2. Click Connect iDoklad. You'll be redirected to iDoklad for OAuth consent.
3. After return you see a green dot Connected. Done — Fakturqa has secure access (tokens AES-256 encrypted; only you can see your iDoklad keys).

2. Find your inbound address

In Settings → Inbound addresses you'll find your default address, e.g. seed-2891@mail.fakturqa.com. You can also create multiple addresses — for example one for trusted suppliers with auto-sync on (the invoice posts without your review).

3. Set up forwarding in Gmail

1. In Gmail click ⚙ → See all settings.
2. Forwarding and POP/IMAP tab → Add a forwarding address. Enter your Fakturqa address. Gmail sends a verification email — find it in your Fakturqa documents as an inbound document (you can delete it, it's just verification).
3. Filters and blocked addresses tab → Create new filter.
4. Suggested rule: from:(billing@google.com OR invoice+statements@stripe.com OR aws-receipts@amazon.com) or just subject:(invoice OR receipt OR faktura). Add your own suppliers.
5. On the created filter check Forward to and pick your Fakturqa address.

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

1. In Email.cz click Settings in the top right.
2. Forwarding rules section → New rule.
3. Condition: Subject contains invoice/faktura or From is a specific supplier.
4. Action: Forward to your Fakturqa address.
5. Save. Some Seznam accounts require confirmation via a verification email — click the link if you get one.

5. What happens when an invoice arrives

1. The Postmark webhook catches it within seconds.
2. AI extracts data from the PDF, or from the email body if no PDF. Takes ~3-5 seconds.
3. If the address has auto-sync: off, the invoice shows up under Documents → Status Reviewing and you get a notification email.
4. You open the detail, check extracted values, fix fields if needed (e.g. line items if the invoice is structured unusually), click Confirm.
5. Fakturqa calls the iDoklad API and creates the expense with correct VAT and payment method. Done.

Common issues

Invoice didn't arrive

• Check that the Gmail/Seznam filter is active and the email actually matches the rule.
• Some providers (Stripe) send from rotating addresses — review your from: filter and broaden it.
• Emails without an attachment and without clear invoice text are dropped — if a provider sends only click here to download, Fakturqa won't see it. Manually forwarding the downloaded PDF works.

Extraction was off

• Check whether the PDF has a text layer (Fakturqa prefers text PDFs; photo/scan PDFs work too but less accurately).
• Edit fields in the review screen and click Confirm — corrected values flow into iDoklad, the AI error doesn't propagate.

Plan limit

Free tier covers 5 incoming invoices a month. If you need more (typically 30+/month for sole proprietors), the Pohoda plan (100 invoices/mo) is usually a safe pick.

Summary

• Connect iDoklad via OAuth (1 minute).
• Set up Gmail/Seznam filter forwarding invoices to your Fakturqa address.
• Invoice arrives → AI extracts → you confirm → iDoklad has it.
• For recurring suppliers, consider an auto-sync address (removes the manual step entirely).

Try with iDoklad — free

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