Imagine spending five minutes on your bookkeeping each quarter. Not five hours, not a lost weekend with a shoebox of receipts, five minutes, just to glance over what's already done and approve it.
That's not a fantasy. With Facturaz, you can get remarkably close to fully automatic bookkeeping, and most of it comes down to one simple idea: your receipts and bills already arrive in your email. So let them go straight from your inbox into your books, without you lifting a finger.
Here's how to set that up.
Every account gets its own Facturaz email address
When you join Facturaz, your account gets a unique email address. Anything you forward to it gets read by the AI and booked as an expense, automatically, the date, the supplier, the amount, the IVA, the category, all filled in for you.
So the basic move is simple: a bill lands in your inbox, you forward it to your Facturaz address, and it's in your books. From Gmail, from Outlook, from any email client, or straight from the supplier's email. No app to open, no form to fill, no typing.
That alone saves hours. But you can go one step further and remove even the forwarding.
The trick that makes it run on autopilot
Most of your bills and receipts arrive by email and you can spot them a mile off, the subject or the body says "invoice", "factura", "receipt", "recibo", "your order", "payment". Your email already knows how to recognise those. So let it do the forwarding for you.
In Gmail, Outlook and most email clients you can set up a rule (Gmail calls them filters) that says, in effect: when an email arrives mentioning "invoice" or "factura" (and the variants you use), automatically forward it to my Facturaz address.
Set that once, and the loop closes. A supplier emails you a bill, your inbox forwards it to Facturaz, Facturaz books it. You did nothing. You didn't even open the email.
A few tips to set it up well:
- Cover the words you actually receive, in both languages: invoice, factura, receipt, recibo, order, pedido, payment, pago.
- Start a little broad, then tighten. Watch what comes through for a week and adjust the rule if it's catching things it shouldn't, or missing things it should.
- You can add rules for specific senders too, your phone provider, your hosting company, your regular suppliers, so their bills always flow through.
From then on, your expense bookkeeping largely happens by itself, in the background, all quarter long.
Facturaz tells you who each supplier actually is
Here's a touch most tools don't have. When Facturaz books an expense, it doesn't just record a name and a number, it works out who the supplier is and why the expense was filed the way it was.
Facturaz creates the supplier for you, looks them up, and writes a short description based on their website and social channels. So right under the receipt you can see, in a sentence, what that company does, and that tells you instantly why Facturaz put the expense in a particular category.
Why that matters: when you glance back over your expenses, you're not staring at a cryptic line like "STR*PYMNTS 4099" trying to remember what it was. You see the supplier, what they do, and the category, and it all makes sense at a glance. Reviewing your books becomes reading, not detective work.
Every expense comes with a confidence score
Automation is only relaxing if you can trust it, and trust means knowing when to look closer. So every expense the AI processes carries a confidence score, a simple number from 0 to 100.
A clean bill where everything matches, supplier found, amounts add up, scores high. Something blurry, partial or unusual scores lower. The point isn't the number itself, it's that it tells you where to spend your attention. Glance past the high-confidence ones, give the low-confidence ones a quick look. You review what's worth reviewing, and skip the rest.
That's what turns "the AI did it" into "the AI did it and I can see it got it right".
So what's left for you to do?
With forwarding rules running and expenses booking themselves, your quarter looks like this:
- A quick scan. Open Facturaz and look over what came in. The supplier descriptions and confidence scores make this fast, you're checking, not entering.
- A second look where it's flagged. Spend your time on the few low-confidence items, not the many obvious ones.
- A pre-filing check. Before the deadline, run the AI audit to catch anything that would cause a problem, a missing NIF, a total that doesn't add up.
- File. Your 303 and 130 are already calculated from the expenses that booked themselves all quarter.
That's the five-minutes-a-quarter promise, made real. The work didn't disappear, it just stopped being yours to do by hand.
Why this is worth setting up today
The hours you lose to bookkeeping aren't only hours, they're the dread that comes with them, the pile that grows, the deadline that looms, the deductions you miss because catching up is too miserable to face.
Automating it removes all of that at once. Expenses get captured the moment they arrive, while they're fresh and complete, so nothing is forgotten and nothing is lost. Your deductions are all there because every bill made it in. And your quarter-end goes from a wall to a wave.
The best part: it's a one-time setup. Spend fifteen minutes today creating your forwarding rules, and it pays you back every single week from now on.
The bottom line
Your receipts already come to your inbox. Facturaz gives you an email address that turns any forwarded receipt into a booked expense, complete with who the supplier is and how sure the AI was. Add a forwarding rule in Gmail or Outlook and even the forwarding disappears, your bookkeeping runs itself in the background, leaving you a quick review instead of hours of data entry.
Set it up once. Get your evenings back for good.
Automate your bookkeeping from your inbox. Start free with Facturaz →
This article is general information about how Facturaz works. It is not professional tax advice. For advice about your specific situation, speak to a qualified professional.