Solution · Finance
Invoices that check themselves before anyone reads them.
Every Italian company receives its domestic invoices as FatturaPA XML through the Sistema di Interscambio. Foreign suppliers still send PDFs. We read both, match them to what was actually ordered, and post the clean ones — so your accountant reviews exceptions instead of typing every line.
Free, 30 minutes, no obligation.
What gets automated
- Collecting XML from SdI and PDFs from the mailbox in one place
- Extracting supplier, number, date, amounts and IVA
- Matching each invoice to its purchase order or contract
- Posting to the gestionale and archiving the original, linked
The problem
Two inboxes, one spreadsheet, and a person in the middle.
Since 2019 domestic B2B invoices have arrived as XML through SdI, and since January 2024 that includes even the smallest suppliers. That solved delivery. It did nothing for what happens next: someone still opens each one, checks it, and keys it in.
Today
- 1XML arrives through SdI or your provider's portal; PDFs from abroad arrive by email
- 2Each invoice is opened and read by a person
- 3Supplier, number, amount and IVA are keyed into the gestionale
- 4The original is renamed and filed by hand, somewhere
- 5Mismatches against the order are noticed later — at payment, or at audit
With Reviamo
- 1Every invoice is collected the moment it arrives, whichever channel it came through
- 2Data is extracted and checked against the purchase order — a total that doesn't match, a missing order number or a duplicate is flagged for a person
- 3Clean invoices are posted to the gestionale and the original is archived and linked to the record
Nothing about this needs a new accounting system. It needs the one you have to be fed by software instead of by hand.
How it works
Read, match, post — and one person who decides.
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1
Collect
We connect to wherever invoices land — SdI through your provider, a shared mailbox, a folder. New documents are picked up automatically, XML and PDF alike.
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2
Read
FatturaPA XML is structured, so it's read exactly. PDFs and scans go through document extraction that pulls out supplier, number, date, line items, totals and IVA.
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3
Match
Each invoice is compared to its purchase order, delivery note or contract. Quantities, unit prices and totals are checked. A supplier we've never seen before is a flag, not a guess.
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4
Decide
Anything clean is posted. Anything that doesn't match goes to a review queue with the reason spelled out — a person approves, corrects or rejects it with the reason already in front of them, instead of re-reading the invoice.
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5
Post and archive
The approved record lands in your gestionale. The original is stored with a reference back to the record, so the audit trail is there without anyone building it.
Illustrative run. Every row is a step the automation actually performs; the flagged one is what your accountant sees first.
Plugs into
Where the invoices come from and where they go
| System | Role in the flow | How we connect |
|---|---|---|
| Sistema di Interscambio (SdI) | Where every domestic invoice arrives, as FatturaPA XML | Through your provider |
| Fatture in Cloud, Aruba | E-invoicing provider holding the SdI channel | API |
| TeamSystem, Zucchetti | Gestionale the invoice is posted into | API or file import |
| Danea EasyFatt | Gestionale the invoice is posted into | File import (XML, CSV) |
| Odoo | ERP holding purchase orders and accounting | API |
| Microsoft 365, Google Workspace | Mailbox where foreign suppliers send PDFs | API |
| SharePoint, Google Drive | Where the original document is archived | API |
Not on the list? If it exports XML, CSV or has an API, it is almost certainly fine. The one exception is SAP — we don't integrate with it, and we say so up front.
Who it's for
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Companies with a busy accounts-payable inbox
Dozens or hundreds of supplier invoices a month, most of them routine, one person keeping up with them.
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Distributors and wholesalers
Many suppliers, many orders, and a real cost when an invoice and a delivery don't agree.
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Anyone buying from abroad
Foreign suppliers don't go through SdI. Their PDFs are the part that still gets retyped.
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Accountants and studi
One workflow across every client you process invoices for, with a review queue instead of a stack.
Questions
The questions people ask about invoice automation.
Do we have to change our accounting software?
No. We post into the gestionale you already use. If it has an API we use that; if it only imports files, we generate the files it expects. The point is to feed the system you have, not to replace it.
What happens when an invoice doesn't match the order?
It stops. Nothing that fails a check is posted automatically. The invoice goes to a review queue with the specific reason — total differs, order not found, duplicate number, unknown supplier — and a person decides. The automation makes the exceptions visible; it does not hide them.
How accurate is the extraction from PDFs?
FatturaPA XML is structured, so domestic invoices are read exactly. For PDFs and scans, accuracy depends on the document quality, which is why every extracted invoice is matched against an order before it's posted. A wrong total or quantity is caught by the match, not by luck.
Does it recognise the same invoice arriving twice — as XML through SdI and as a PDF by email?
Yes. The same supplier can send an XML through SdI and a courtesy PDF by email, and the duplicate is recognised as one invoice. This is also how B2B orders arriving by email are handled — the mechanism is shared.
Where do the original documents end up?
Archived in your own storage — SharePoint, Google Drive, or the document store your gestionale uses — with a reference back to the posted record. If you also need certificates or protocols produced from the same data, see how those documents are generated.
How long does it take to set up?
We start with a free consultation, then a paid process audit that ends in a fixed price. A first invoice pipeline is typically live within a few weeks of the audit, running in parallel with your manual process until you trust it. The steps are described on how we work.
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Free consultation
Tell us how many invoices a month, and where they land.
Tell us roughly how many arrive as XML and how many as PDF, and thirty minutes online is enough to say whether the match is worth building. No preparation needed.