Sending invoices via email – new functionality
- Igor Klimkowicz
- Oct 6
- 2 min read
A new option has been introduced in the Sparados web app that lets you send invoices to a dedicated email address so the system can automatically match them to transactions. The entire process is very simple and takes less than 3 minutes. From now on, you no longer need to manually upload files in the Sparados app – the system will do it for you.
This feature will soon also be available in the mobile apps.
Here’s how to send such an email correctly and where to find it:
Sending invoices
Step 1. Where to find the email address?
The email is unique for each user and is available in the user panel of the web application (it consists of files+{unique number}@sparados.com).
On the web app’s homepage, click the three lines in the top right corner (hamburger menu). You will find your email listed under your phone number.
Step 2. How to send the email correctly?
By clicking on the blue underlined email address, the system should automatically open your email application with the recipient already filled in. You can also copy it manually into your mailbox.
All you need to do is attach your invoice to the email and send it. You don’t need to include a transaction title or any additional content! The email subject will help you identify the attachment in the Sparados app.
After sending the email with the document, the system automatically saves the attached data and starts the content recognition process. Using OCR (Optical Character Recognition) technology, the document is converted from an image or PDF file into text that can be further analyzed. Then, the AI module analyzes the extracted information (e.g., invoice number, amount, vendor, issue date, payment due date) and compares it with existing transactions in the system.
If the system detects a match between the invoice data and the user’s previously recorded transactions, it automatically links and associates them. In cases of ambiguity, the AI may suggest potential matches or mark the document for manual verification.
Step 3. Accept the invoice-to-transaction link.
The system detects the recipient, VAT number, and automatically generates a description. All you need to do is accept it to link the invoice to the transaction.
If the system cannot recognize the document data, the files are added to the database of all documents available to the user. You can then manually assign them to transactions using the "Add from emailed invoices" button, with the email subject you added helping you identify the attachment.
For accepted transactions, the transaction date and amount are displayed for easier access.
Sending invoices now takes less than 3 minutes, and the process is fully automated. If you’d like to learn more about automation and simplifications in our company, check out the guides:
