Frequently asked questions

Start with the guide to choosing AP automation software: criteria for ingestion, matching, integrations and pricing. It works to evaluate any vendor, not just ininvoice.

You can currently upload documents manually or connect a Gmail account. Outlook and Microsoft 365 are not currently available. Within minutes ininvoice starts collecting, classifying and reconciling your invoices against POs and delivery notes automatically. Nothing to install or configure.

Yes. ininvoice is GDPR compliant and stores all data on European servers (Frankfurt, Germany), encrypted at rest with AES-256 and in transit with TLS 1.2+. We never modify or delete any messages. Access is protected through authentication and account-level access controls. Users must keep their credentials confidential and notify us if they suspect unauthorized access.

The invoice is logged with the status "awaiting PO". You can upload the purchase order manually or wait for it to arrive in your inbox. As soon as ininvoice detects the matching PO, it cross-checks it against the invoice and produces the reconciliation result.

ininvoice processes PDFs, images (JPG, PNG), photos and scanned documents in any language or currency; reading XML e-invoices is in development. The AI automatically extracts structured data (supplier, tax ID, line items, amounts) and organises it for reconciliation.

"Item by item" means ininvoice compares each invoice line with the matching line on the purchase order and the delivery note. It does not just compare totals (which hides price or quantity errors on individual lines): every product, with its unit price and quantity, is checked separately. If a single line has a 0.20 EUR variance but the total still matches because another line offsets it, ininvoice flags it anyway.

ininvoice applies a configurable tolerance margin (by default 2% or EUR 1.50 per line: exceeding either threshold is enough). If the line variance between invoice and PO sits within that margin, the line is marked as matched. A variance alert is only raised when the difference exceeds the defined tolerance. Formula: variance = (invoice_price − po_price) × invoiced_quantity.

ininvoice holds an invoice as a possible duplicate when the same normalised invoice number arrives from the same supplier, or when the amount and the date match those of another invoice. The invoice is held for a person to decide before it is approved. The same file (by its SHA-256 hash) is never processed twice.

No, nothing changes on your side. Your suppliers keep sending invoices to the same email address as always. ininvoice connects to your inbox and collects the documents automatically. The only difference is that you no longer reconcile invoices by hand: the system does it for you every 30 minutes.

ininvoice is contracted under an annual contract, set out in the tailored proposal you receive within 48 hours of us seeing your invoices; the proposal states the term and how it ends. When the contract ends, your data is kept for 30 days so you can export it, then it is deleted unless a legal retention obligation applies.

ininvoice is built for companies that receive a high volume of supplier invoices and need to verify them before paying. Core sectors include: distribution and logistics (800–1,200 invoices/month), construction, industry and manufacturing, multi-site hospitality, retail and pharma. In general, any company that today reconciles invoices in Excel or by hand and wants to automate that process.