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Nika

Processing Invoices from Email Automatically

The most common invoice workflow is also the most broken: supplier emails an invoice, it sits in your inbox alongside dozens of other messages, and eventually someone finds it and enters it manually. Nika replaces this entirely by watching a dedicated mailbox, extracting every invoice from incoming mail, and filing it into your records the same day. From $0.40 per processed invoice.

Your inbox is not an invoice processing system, but that is how it is being used. Supplier invoices arrive mixed with everything else, you forward them to a folder or flag them, and then they wait for manual entry. The problem is not finding the time, it is that the inbox was never designed to be a queue for unprocessed financial documents. Invoices get lost, delayed, and forgotten.

How Nika handles it

  1. 1You forward supplier invoices to a dedicated mailbox that Nika watches
  2. 2She identifies the invoice in the email, even when it is an attachment or embedded image
  3. 3She extracts every field: supplier, date, number, amount, VAT
  4. 4She files it into your records and archives the email
  5. 5Her daily report tells you exactly what arrived and what she filed

When you need to step in

If an email contains an invoice alongside other information that requires human judgement (a contract amendment, a pricing negotiation), Nika files the invoice but flags the email for your attention. She handles the document, not the conversation around it.

The old way

Supplier emails arrive with PDF attachments. You save the attachment to a folder. You open your accounting tool. You type in the fields. You go back to the email and mark it as done. Repeat for every invoice. 20 invoices = 60-100 minutes of pure data entry.

Questions

Do I need to change my email address?

No. Nika gets her own mailbox. You set up a forwarding rule from your existing inbox, or give suppliers the new address directly. Your email workflow does not change at all.

What if the invoice is in the email body, not an attachment?

Nika reads both. If the invoice data is embedded in the email text rather than attached as a PDF, she extracts it the same way. She also handles photos of paper invoices sent as attachments.

Hire Nika

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