# Digitizing Digitizing means that invoices you receive as files - mainly as PDF images - are automatically converted into structured data you can see in Fitek, approve using your confirmation flows, and export to your accounting or ERP system. Instead of manually typing invoice details, Fitek's digitizing service extracts key information (supplier, amounts, dates, line items) and prepares it for your approval process. It's the bridge between the paper or PDF invoices your suppliers send and the structured data your ERP needs. *** ### How digitizing works #### 1. Invoices arrive at Fitek You have two main ways to send invoices to Fitek for digitizing: **Email mailbox** Fitek sets up a dedicated mailbox address for your company (for example, ). You share this address with your suppliers, and they email their PDF invoices to it. The mailbox has clear limits: how long emails are kept, maximum attachment size, and which file types are accepted. **SFTP** Fitek provides an SFTP account where you (or your ERP provider) place files into predefined folders: * digi\_input – for invoices that need digitizing (PDF, JPG, JPEG) * input – for invoices already in XML format (no digitizing needed) Fitek processes files automatically from these folders. {% hint style="info" %} Customer benefit: Instead of invoices arriving in multiple places, you have one controlled entry point. This reduces lost invoices and manual forwarding. {% endhint %} *** #### 2. Fitek converts PDFs and images into data Once invoices reach Fitek: **Pre-processing** The system checks file type, size, and format. Your configuration defines which file types are accepted and whether XML e-invoices should be preferred over PDFs. **Digitizing (OCR)** PDFs and images are sent to Fitek's digitizing engine, which extracts key data: * Supplier name and details * Invoice number and date * Amounts and tax * Line items (products/services) - if your package includes it Fitek's digitizing team works with separate queues per customer, so your specific needs and exceptions are handled properly. **Digitizing packages: header vs. full lines** You can choose what gets digitized: * **Header only:** Just the main invoice totals and basic accounting codes are captured. In Fitek, this appears as a single line. * **Header + all line items:** Every invoice line (products, services) is digitized and visible in Fitek. {% hint style="info" %} Choose based on your needs: if you only need totals, header-only is simpler and more cost-effective. If you want detailed spend analysis or purchase order matching, choose header + lines. {% endhint %} *** #### 3. Data is prepared for Fitek and your ERP After digitizing: **Convert to standard format** Fitek converts the digitized data into XML suitable for Fitek and your ERP system. **Approval in Fitek** * For full Fitek customers: digitized invoices appear in your invoice register, where your team approves them using workflows. * For digitizing-only customers: invoices flow through Fitek as a transit system (no manual approval). They're optimized for your ERP and sent directly onward. **Export to your ERP** Once approved (or automatically confirmed), invoices are exported via SFTP or other integrated methods. You control what's included: PDF files, XML, line items, etc. Customer benefit: You get clean, predictable XML files your ERP can reliably import. *** ### Supported formats and channels **Incoming file types:** * PDF: the main format for purchase and sales invoices * JPG/JPEG: supported for digitizing via SFTP and certain mailbox settings * XML e-invoice formats: recognized and processed directly **Channels:** * Email digitizing mailbox: for PDFs and image attachments * SFTP: folders for both digitized files and pre-formatted XML *** ### Speed and reliability: digitizing SLAs An SLA (Service Level Agreement) guarantees how quickly Fitek converts your invoices after they arrive. Available SLAs (configured during onboarding): * 24 hours (default) * 8 hours * 6 hours * 4 hours * 1 hour How it works: If your SLA is 24 hours, invoices received today are committed to be digitized by the same time next working day. If your SLA is 4 hours, digitizing happens within four hours. *** ### What happens when digitizing fails Sometimes a file cannot be digitized - the image quality is poor, it's not actually an invoice, or it's addressed to the wrong company. **Rejection notifications** When this happens, Fitek sends a notification email to your team (typically your AP mailbox) with the failing invoice attached. Your team can then: * Contact the supplier to get a better version * Correct the recipient address * Re-send the file {% hint style="info" %} Customer benefit: You don't silently lose problem invoices and can take action. {% endhint %} *** ### Business benefits: why digitizing matters **Less manual work** Before digitizing: Invoices arrive in different mailboxes. Someone manually types details into the ERP. Attachments are scattered everywhere. With digitizing: Suppliers send to one address. Fitek converts them automatically. Original PDFs stay linked. Your team focuses on exceptions and approvals, not data entry. Example: A company receives 10,000 PDF invoices yearly. Typing one invoice takes 2–3 minutes = 400–500 working hours per year. With digitizing, that manual work disappears. **Faster processing and better payment terms** Invoices appear in Fitek or your ERP shortly after arrival. Approval can start the same day. If you use a shorter SLA (4 hours instead of 24), invoices from key suppliers are processed almost in real time. This helps you meet payment deadlines and avoid late fees. **Better data quality and reporting** Digitizing provides: * Consistent registration of suppliers, invoice numbers, tax rates, and totals * Optional complete line-item capture for detailed cost analysis * Digitizing reports showing how many invoices go through OCR, how many come as e-invoices, and how many are rejected This data helps you make decisions like which suppliers to move to e-invoices or whether your current setup is sufficient. **Flexible setup for different needs** * Use digitizing as a conversion service only, using the service called Bypass Fitek, if you prefer to work entirely in your own ERP * Or use full Fitek, where invoices are approved, enriched with accounting data, and exported with richer structure * Also digitize outbound sales invoices, converting PDFs into e-invoices your customers receive *** ### In a nutshell Your suppliers email or SFTP invoices to Fitek. Fitek automatically converts them into structured data within your agreed timeframe. The invoices appear in Fitek ready for approval, and export to your ERP in standard XML format. Original PDFs stay attached. If something fails, your team gets a clear notification so nothing gets lost. *** ### XML intake XML intake means invoices arrive at Fitek already as structured electronic files, not as PDFs or images. Instead of Fitek digitizing (scanning) your invoice, it reads the XML directly and converts it into the standard format Fitek and your ERP understand. Think of it as the difference between receiving a handwritten invoice you need to type out, versus receiving an invoice that's already digital and ready to use. *** ### How XML intake works - Inbound purchase invoices **How XML arrives** You can send XML invoices to Fitek two ways: **Via SFTP** Place XML files in the input folder of your SFTP account. Fitek recognizes these as already-structured invoices and processes them immediately. **Via email** Your invoice mailbox can receive XML attachments. If e-invoice processing is enabled in your mailbox settings, Fitek treats XML attachments as structured invoices. In both cases, no digitizing (OCR) step is needed. The XML goes straight to conversion. **Conversion into Fitek format** When XML arrives: * Fitek detects it's XML (not a PDF or image) * All data is mapped into Fitek's internal structure: * Parties (supplier, buyer) * Header (invoice number, dates, totals, currency, payment terms) * Lines (products, services, quantities, prices) * Metadata is added (which channel it came from, that it's an e-invoice) * The converted invoice appears in your Fitek invoice register for approval If you use the "Bypass" configuration (digitizing only, no approval in Fitek), the invoice is automatically set to export status and forwarded to your ERP. **Attachments with XML** Suppliers often send XML together with a PDF copy in the same email. Fitek uses the XML as the authoritative data source and keeps the PDF attached for your visual reference. *** ### Why XML intake matters **Highest data quality** XML data comes ready-structured from your supplier or ERP. Fitek doesn't need to "guess" from unclear scans or unusual layouts. There's no risk of OCR errors from: * Poor image quality * Unusual invoice layouts * Handwritten notes Result: higher accuracy, fewer manual corrections, less back-and-forth with suppliers. **Much faster processing** No digitizing step means XML invoices are available in Fitek almost immediately after arrival. Only routing, mapping, and validation are needed. This can significantly shorten the time from: * Supplier issuing an invoice → to you seeing it in Fitek * You creating a sales invoice in your ERP → to your customer receiving it **One consistent format for your ERP** Regardless of how suppliers formatted their original invoices or which channel they used (SFTP or email), your ERP always receives the same, predictable XML structure. This means: * Easier ERP mapping and maintenance * One mapping to Fitek's XML instead of many mappings to different supplier formats * More reliable automation and integrations **Full transparency and traceability** Each invoice carries metadata about which channel it came through and which format it was. If something doesn't match your expectation, Fitek support can easily investigate the full processing path - from intake, through Fitek, to export. *** ### When to use XML intake **Best for inbound purchase invoices:** * Suppliers who can already send structured electronic invoices (whether through their own system or via XML export) * Suppliers who haven't yet chosen an e-invoicing partner - XML intake is a good intermediate step while they're evaluating or moving toward full e-invoice channels * Strategic or high-volume suppliers (example: telecom or utilities companies issuing thousands of invoices yearly) * Complex invoices with many line items, discounts, or intricate tax rules * When you plan to use automation or automatic matching in Fitek or your ERP **Still keep PDF + digitizing for:** * Suppliers who can't send XML yet * Transition periods while suppliers are becoming ready for XML or e-invoicing *** --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. 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