# Purchase Invoice intake

Fitek brings all Your purchase invoices into one place – automatically and safely.

Your suppliers can use different channels (e‑invoice, email, FTP, API integration), but You don’t have to worry about the technical details. Once the channels are set up for Your company, invoices simply appear in Fitek ready for review, posting, approval, export. 

{% hint style="info" %}
Please note: **each company’s exact setup can be a bit different**, depending on which channels have been agreed and configured for You.
{% endhint %}

###  Channels and flow

\
Behind the scenes Fitek uses several import channels to bring Your suppliers' invoices to You. <br>

{% columns %}
{% column %}
**E‑invoice channels**\
PEPPOL, local operators such as KseF, RIK etc.
{% endcolumn %}

{% column %}
**Email**\
invoices sent as email attachments to dedicated email address.
{% endcolumn %}

{% column %}
**SFTP**\
file exchange with larger suppliers or partners.
{% endcolumn %}

{% column %}
**API**\
for direct system‑to‑system integration.
{% endcolumn %}
{% endcolumns %}

{% hint style="info" %}
Your exact setup depends on what has been agreed and configured with Your Fitek product manager. It can be changed as needed, for that contact Fitek.
{% endhint %}

### **E‑invoices (structured digital invoices)**

**What suppliers do:** Send invoices from their accounting/ERP system via e‑invoice networks such as PEPPOL or other supported operators.

**What Fitek does:**

* Receives the structured e‑invoice file (XML)
* Recognizes the standard (UBL 2.1 / Peppol BIS, Estonian e‑arve, ISDOC, etc.)
* Maps the data directly into Fitek's system

{% hint style="info" %}
**Important:** E‑invoices are **not digitized**. All the data You see (supplier details, amounts, dates, VAT, invoice rows) is **exactly as Your supplier sent it**. If something looks incorrect, contact Your supplier directly – the data comes from their system.
{% endhint %}

### **Email invoices (PDF / image files)**

**What suppliers do:** Send invoices to Your dedicated invoice email address as PDF files, images (JPG, PNG, TIFF), or ZIPs.

**What Fitek does:**

* Extracts the attachments from the email
* Runs OCR (optical character recognition) and data capture to read the information
* Converts the captured data into structured invoice format

{% hint style="info" %}
**Important:** These invoices **are digitized**. While Fitek's OCR technology is with high accurate level, there is a small possibility that some data may be read incorrectly from the original document. The original PDF or image is always stored with the invoice so You can verify.
{% endhint %}

### Seeing where an invoice came from (source/channel)

You can see the actual source of an invoice directly in the invoice view.

1. **Open the invoice** in the Purchase Invoices module.
2. Go to the **History** section on the invoice.
3. Look for the **import event** – this entry shows when the invoice was brought into Fitek and, where available, from which **source/channel** it arrived.<br>

<div align="left"><figure><img src="/files/xK9alqxpXQwduQzXRHmE" alt=""><figcaption></figcaption></figure></div>

This helps you understand whether an invoice came as a structured e‑invoice, via email, through file exchange, or from another connected system.

***

### **SFTP / file exchange**

Suppliers place invoice files in an agreed SFTP folder. Fitek processes them the same way:

* Structured files (XML) → processed like e‑invoices
* PDFs/images → digitized with OCR like email invoices

***

### **Direct API integration**

Suppliers send invoices directly from their system to Fitek via API. These are structured files, processed like e‑invoices (no digitization).

***

### Company‑specific settings&#x20;

there are several options that influence how invoices are received and displayed in Your Company settings. For example:

<table data-view="cards"><thead><tr><th></th></tr></thead><tbody><tr><td><strong>Auto‑assign to contact person</strong> <br>If Your supplier includes a contact person in the XML and this name matches a Fitek user, the invoice can be automatically assigned to that person's dashboard.</td></tr><tr><td><strong>Use supplier ERP code as key</strong><br>If you <strong>enable</strong> this setting, suppliers that have an ERP code will be matched <strong>only by that ERP code</strong>. For example, if You have suppliers with different ERP codes but otherwise the same data, they will be imported into Fitek as separate suppliers based on the ERP code.</td></tr></tbody></table>

{% hint style="info" %}
The exact configuration is agreed during onboarding and can be adjusted by Your Fitek product manager if Your process changes.
{% endhint %}


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