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Frequently asked questions

How do I know if ininvoice is the right fit for my company?
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.
What do I need to get started?
All you need is an email account (Gmail or Outlook). Connect your inbox in one click and within minutes ininvoice starts collecting, classifying and reconciling your invoices against POs and delivery notes automatically. Nothing to install or configure.
Is my data secure?
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+. Email access is read-only: we never modify or delete any messages. Two-factor authentication (2FA/TOTP) is mandatory for every user.
What happens if an invoice has no purchase order?
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.
Does it work with any invoice format?
Yes. ininvoice processes PDFs, images (JPG, PNG), XML (e-invoices) and scanned documents in any language or currency. The AI automatically extracts structured data (supplier, tax ID, line items, amounts) with 95–98% OCR accuracy and organises it for reconciliation.
What does "item by item" mean?
"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.
What if there is a small price difference?
ininvoice applies a configurable tolerance margin (default 5% per line). If the unit-price 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.
How do you detect duplicate invoices?
ininvoice uses multi-criteria duplicate detection: it cross-checks invoice number, supplier tax ID, total amount, issue date and document hash (SHA-256). If two or more criteria match, the invoice is blocked automatically and the user is notified before approval. This prevents double payments even when the supplier resends the same invoice with a slightly different number.
Do I have to change the way I work?
No, nothing changes on your side. Your suppliers keep sending invoices to the same email address as always. ininvoice connects to your inbox in read-only mode 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.
Can I cancel at any time?
Yes. ininvoice has no lock-in and no cancellation penalties. You can cancel your subscription at any time from your account settings or by email. Cancellation takes effect at the end of the current billing period. After cancellation, your data is kept for 30 days so you can export it, then it is fully deleted.
What kind of companies use ininvoice?
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.

Invoice reconciliation glossary

Key terms we use at ininvoice and across the Accounts Payable industry.

Three-way matching

The process of cross-checking three documents (invoice, purchase order and delivery note) to verify that what you are charged matches what you ordered and what you received. ininvoice does it line by line, automatically.

Variance

The difference between the price or quantity on the invoice and the price or quantity on the purchase order. It is calculated per line, using pre-tax unit prices. ininvoice applies a 5% tolerance by default.

Risk score

A 0 to 100 score ininvoice assigns to every invoice after reconciliation. It accounts for the number of variances, the variance amount, whether the supplier has a history of errors and whether duplicate or fraud signals appear. The higher the score, the higher the risk of an incorrect payment.

Purchase order (PO)

A document issued by the buyer specifying the products or services ordered, the quantities and the unit prices. It is the reference document used to verify the supplier invoice.

Delivery note (Goods Receipt / GR)

A document confirming which products and quantities were physically received at the warehouse or delivery point. It is used to verify that the invoiced quantity matches the quantity actually received.

Duplicate invoice

An invoice received more than once, either with the same number or with a slightly different number but the same supplier, amount and date. ininvoice cross-checks multiple criteria (number, tax ID, amount, date, SHA-256 hash) to detect and block duplicates.

What you should know before starting

Honest take on what ininvoice does well and where it has limits.

You need purchase orders

Three-way matching needs purchase orders to compare against invoices. If your company does not issue POs, ininvoice can still log invoices but cannot reconcile them automatically.

OCR accuracy: 95–98%

Automatic data extraction from scanned or photographed invoices is 95–98% accurate. Invoices with very poor image quality or handwritten content may need manual review.

The final call is yours

ininvoice surfaces issues, but approving or rejecting each invoice is always the user's responsibility. We do not pay or block payments: we inform so you can decide.

Gmail or Outlook only

Today, automatic ingestion works with Gmail and Outlook (Microsoft 365). If your suppliers send invoices through other systems, you can upload them manually.

Try it with your own invoices

Leave us your email and we will let you know when it is ready.

Start free

Or email us directly at hola@ininvoice.com

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