How to control incoming supplier invoices in Holded
Holded is the ERP most widely used by digital Spanish SMEs. It does its job well: accounting, billing, bank reconciliation, tax filings. But controlling the invoices you receive (line-by-line matching against POs and delivery notes) is not its focus. That's what ininvoice covers. We coexist. We don't replace.
The natural split: Holded books, ininvoice validates
| Task | Holded | ininvoice |
|---|---|---|
| Receive supplier invoice from email | Manual / extra module | Automatic (Gmail) |
| Extract invoice line items | Basic OCR | Line-by-line OCR/IDP, no templates |
| Match against purchase order | Header total comparison | Line by line, pre-tax |
| Match against delivery note | Not automated | Yes, partial receipts included |
| Duplicate detection | By invoice number | Multi-criteria (supplier + number + date + amount + hash) |
| Tax validation (VAT / IRPF / tax ID) | No | Yes, with explicit block reasons |
| Exception routing by type | No | Price -> procurement / quantity -> warehouse / duplicate -> blocked |
| Post invoice to the general ledger | Yes, core feature | No |
| Bank reconciliation | Yes | No |
| Tax filings (303, 390, 347) | Yes | No |
| Issue customer invoices | Yes | No |
What you see: neither tool steps on the other. Holded stays your ERP. ininvoice adds the missing layer before the invoice enters Holded.
Why Holded doesn't do line-by-line matching
It's not a Holded shortcoming. It's a product decision. ERPs and accounting software are designed for an SME that already has the invoice validated by the time it reaches the system. They assume someone has already reconciled it. That's why they compare totals, not line items.
For an SME with 30 invoices/month that model works: someone reviews them by hand, balances them in a spreadsheet, then enters them into Holded. For an SME with 600 invoices/month the model collapses: nobody has time to review every document line by line, and invisible overpayments pile up.
Detail on how overpayments slip through when you only reconcile header totals: The total-matching trap.
The combined Holded + ininvoice flow
- Your supplier sends an invoice by email (PDF or a scan/photo).
- ininvoice pulls it from email, reads it line by line, finds the PO, validates the delivery note.
- If everything matches, ininvoice exports a CSV ready to import into Holded for posting.
- If there's an exception (price, quantity, duplicate), it routes the case to the right owner. The invoice does not enter Holded until it's resolved.
- Holded posts the invoice with clean data, reconciles it with the bank on payment, and feeds your tax filings without surprises.
Which Holded SMEs is this a fit for
- SMEs receiving 100-2,000 supplier invoices per month.
- Businesses with many open POs: distribution, multi-location hospitality, retail, light manufacturing, construction.
- Small back-office teams that drown at month-end close.
- Companies that have caught at least one overpayment or duplicate per month and know it's the tip of the iceberg.
Where it's NOT a fit
- SMEs with fewer than 50 invoices per month: the time savings don't pay off.
- Pure B2C businesses with no meaningful supplier base.
- Companies that don't work with structured purchase orders (one-off purchases without a documented PO).
How it connects to Holded today
Transparently: ininvoice exports validated bills as a CSV that imports directly into Holded. Your accounting team imports the batch into Holded in 5-10 minutes at end of day.
Native API integration with Holded is on our roadmap. In the meantime, the CSV flow handles daily operations with no friction and no in-house IT dependency. If your SME needs a more automated flow, we can scope it together up front.
Verifactu, e-invoicing and SII compliance
The regulations rolling out in 2026-2027 affect both Holded and the inbound flow:
- Mandatory e-invoicing: large suppliers begin September 2026 sending structured e-invoices instead of PDF. Whatever the format the invoice arrives in, it still has to be controlled against its PO and delivery note before it enters Holded, and that is the layer ininvoice adds.
- Verifactu: from 2027 the invoices you receive carry a QR and a hash. The regulation mainly binds the issuer; on your side the job stays the same, control each invoice before you pay it.
- SII: Holded handles reporting. ininvoice helps deliver clean data, fast.
On Holded and getting a lot of supplier invoices?
Connect Gmail and match your real invoices against their POs and delivery notes. Start free — 20 documents, no card.
Frequently asked questions
- Does ininvoice replace Holded?
- No. Holded stays your ERP. ininvoice validates invoices before they enter Holded.
- Do I lose any Holded features by using ininvoice?
- None. Your Holded keeps working exactly the same. ininvoice adds a layer that sits in front; it doesn't touch what you've already configured.
- Do I need a special Holded plan?
- No. Any Holded plan that imports CSV works.
- How long does onboarding take?
- Plug and play. Connect your mailbox (Gmail), share your open POs as CSV, and we start processing live invoices.
- How much does it cost?
- Free plan: 20 documents per month. No card required, no commitment. See full pricing.
- What happens to invoices that are already in Holded?
- We leave them alone. ininvoice only processes new ones arriving after you connect the mailbox.
Holded books. ininvoice validates.
49 EUR/month · no commitment · no implementation fee.
Empieza gratis — 20 documentos, sin tarjeta