# Import via PDF (email digitization)

If you create sales invoices in another system (for example your ERP), you can send them to Fitek as PDFs. Fitek will digitize them and import them into your Sales Invoices Register automatically.

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### Get your digitizing email address

During onboarding, Fitek sets up a dedicated email address for your company (for example, <yourcompany.sales@fitekdigi.com>). Your Fitek contact will share this address with you when the Sales Invoices module is enabled.

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### Send your PDF invoices

When you want to import an invoice:

1. Create your sales invoice in your own system
2. Generate the invoice as a PDF file
3. Email the PDF as an attachment to your dedicated Fitek digitizing address

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### What Fitek does with your emails

When your email arrives, Fitek processes the PDF automatically:

1. The PDF is digitized — Fitek reads the content and extracts structured invoice data
2. The extracted data is converted and imported into your Sales Invoices Register
3. Fitek creates a sales invoice with:
   * Status = **Unsent** if there are no critical problems
   * Status = **Import issues** if mandatory fields are missing or invalid
   * Created date = the date and time of import (not the invoice date in the PDF)
   * Created by = "Imported via API"

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### How customers are matched or created

When Fitek imports a PDF, it uses the buyer details from the digitized data to find or create a customer in your Customers register.

#### Matching existing customers

Fitek looks at the buyer information and tries to match it against your existing customers by:

* Name + Registration number
* Name + VAT number
* Name + Registration number + VAT number

If a match is found, that customer is linked to the imported invoice.

#### Auto-creating new customers

If no match is found, Fitek can create a new customer automatically when:

* Name is present, and
* REG NO or VAT NO (at least one) is present, and
* Country is present

If Country is missing, the invoice is imported with status **Import issues**, and the customer field may be empty depending on which fields are missing.

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### What you see after import

After processing, each imported PDF invoice appears in **Sales Invoices → Register** with one of two statuses:

* **Unsent** — ready to review and send
* **Import issues** — something is wrong. Check the errors in the invoice details.

From here, you can:

* Open the invoice to review customer, header, and rows
* Fix issues (where editing is allowed)
* Send it as an e-invoice using the same Send e-invoice flow as for manually created invoices

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### Next steps

* \[Creating and sending a sales invoice] – the manual invoice flow and how sending works
* \[Understanding statuses] – what each status means and what to do about it
* \[Troubleshooting import and delivery issues] – how to find and fix problems


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