data

About Our Access To Your Data

We understand that your email inbox and your Google Drive are sacred places that need safeguarding. Here is how and why we access them in order to help your bookkeeping workflow.

  • Who are you guys and what is FindMyInvoice?

FindMyInvoice is a Gmail extension that saves you time by organizing and tracking incoming invoices, bills, and statements. FindMyInvoice ensures your documents are saved and organized – automatically.

We are a husband-and-wife couple, engineers by education, entrepreneurs and founders by experience. We have built multiple products together and recognized the need of a tool like FindMyInvoice through our own everydays in business. More about us…

  • What permissions we need to work?

When you first connect your Gmail or G Suite account to FindMyInvoice, we will need profile, email, openid, drive and gmail.readonly permissions. These are called scopes.

profile

Google’s description: View your basic profile info

email

Google’s description: View your email address

openid

Google’s description: Authenticate using OpenID Connect

These three scopes are used to identify you through Google Sign-In. According to our Privacy Policy, we may also use your email to send you technical notices, updates, confirmations, security alerts, to provide support to you or tell you about other products and services that we think might interest you, or to respond to your comments or questions.

../auth/gmail.readonly

Google’s description: View your email messages and settings

../auth/drive

Google’s description: See, edit, create, and delete all of your Google Drive files

These two scopes are also used side-by-side.

We need a read-only access to your emails to be able to recognize your invoices/bills/statements among them. This way, every time you receive a new email, FindMyInvoice decides if that email contains an invoice/bill/statement or not based on your previous choices. Our algorithm is flexible, so when you sign up with a new vendor, you can mark it as an invoice anytime and it can be recognized later – every time.

When FindMyInvoice finds an invoice/bill/statement, it will figure out if the document is in the attachment or the email body itself. In the latter case we convert your email to a PDF document. These documents are then uploaded to your newly created FindMyInvoice folder in your Google Drive. You can also add other Google Drive folders for PDF uploads.

Another use of the ../auth/drive scope is creating a spreadsheet based on the list of your invoices to your Google Drive.

Despite Google’s scary-looking description, we do not intend to see, edit, create and delete all your Google Drive files: we take all necessary precautions to limit our access to as little as functionally needed to make FindMyInvoice work. We only add files to your FindMyInvoice folder or other folders you specifically added for uploads and we only add designated spreadsheets to your Drive’s root folder.

  • What about Dropbox?

We support it, but you have to explicitly give us access to your Dropbox. (Just click on the arrow next to the Invoice Group you want to upload (eg. Default) and click “+Add new action”. There you can select “Upload to Dropbox” as action type. We need you to log in to your Dropbox Account when it is asked, and you are ready!)

We will then add PDFs to a newly created FindMyInvoice folder under Dropbox > Apps > FindMyInvoice.

We have App folder permission on your Dropbox which means that FindMyInvoice gets read and write access to this folder only.

Please contact us (support@findmyinvoice.com) if you have more questions. We would like to make sure you are thoroughly informed so all questions are welcomed. We will update this post as needed in the future.

– Virag

features

Big batch of new features released in Feb 2019

You asked and we listened. We have been extremely focused on building great new things based on user feedback and feature requests.

Here is what’s new:

→ Upload to Dropbox: FindMyInvoice allows you to link your Dropbox account and store the recognized documents there.

→ Price detection: we can detect the total amount of your invoice and show it on the sidebar menu as well as in any generated spreadsheet. (Works with USD only for now.)

→ Spreadsheets: you can add a Spreadsheet to your invoices, which means we automatically generate a spreadsheet with dates, sender (vendor) and amount. It’s super easy to just add a few notes to this and share it with your accountant!

→ Invoice Groups: you can now separately collect invoices for your business, your home finances, your side project and your second side project … Each group can have its own rules for cloud upload, email forward and spreadsheet creation.

And again, everything got a bit better in the background. Document syncing got faster and invoice recognition got smoother.

We would like to make FindMyInvoice as useful as possible for you. Please reach out if you have anything on your mind what we could do about making your workflow more hassle-free and smoother.

 

-Virag

How-to

How to get your Email Forwarding Address for Zoho Books

Quick recap: You can set up Email Forwarding with your recognized documents to your preferred accounting software. Read more about that here.

This post is about retrieving your forwarding email address if you are using Zoho Book.
(We also covered Xero here.)

How to retrieve your email forwarding address

  1. Click on the Folder icon in the Status tab.

2. Enable Auto Scan to retrieve information from emailed documents (There is a monthly limit for the free tier, make sure to check it!)

3. Click Know More under Upload Files via Email, click Enable Now.

4. Edit your forwarding address if needed and click Save.

5. Copy your forwarding email address from the page.

6. Paste the email address to FindMyInvoice’s Settings page.

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What happens after FindMyInvoice automatically forwards the recognized invoices?

  1. Zoho Books will receive the document and process it. It will appear in the Documents Inbox section, with all the processed data fields.
  2. This scanned document can be added to any entity within Zoho Books.
  3. Now, in addition to the Add from Desktop and Add from Cloud options, you will see an Add from Documents option when creating a new entity.

Source: https://www.youtube.com/watch?v=h3fBIxNwiqw

PS: There is also a guide on Zoho’s site, but the video sums up all you need for basic setup. https://www.zoho.eu/books/help/documents/Documents.html

– Virag

 

How-to

How to get your Email Forwarding Address for Xero

Quick recap: You can set up Email Forwarding with your recognized documents to your preferred accounting software. Read more about that here.

This post is about retrieving your forwarding email address if you are using Xero.

How to retrieve your email forwarding address

You can find the Xero bills email address on any status tab in the Purchases screen.

  1. In the Accounts menu, select Purchases.
  2. Select any status tab.
  3. Click Create bill from email.

Create bill from email button in Purchases

4. Click the email link to copy your unique bills email address.

Unique bills email address

5. Paste the email address to FindMyInvoice’s Settings page.

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What happens after FindMyInvoice automatically forwards the recognized invoices?

  • Xero will automatically create and attach the PDF to a draft bill.
  • If you’re in the Premium beta group and Xero is confident when reading the PDF bill, some fields, such as the Contact, Date, Total, Due Date, and Reference fields, may automatically populate.
  • The draft bill is set to Tax Inclusive, which overrides any organization or contact defaults that are set.
  • Check any automatically populated fields, indicated with a Image of the lightning bolt icon for email to bills. icon, against the open PDF beside the draft bill to confirm details are correct.
  • If the PDF is a scanned copy or an image, details in the PDF aren’t automatically populated, but you can enter the details using the side by side view.

Source: https://central.xero.com/s/article/Email-PDF-bills-into-your-Xero-organisation

– Virag

 

features

Setting up Email Forwarding with your Accounting Software

As you may have seen in our email update or most recent blog post, we have introduced a new feature that makes your record-keeping and accounting processes even smoother. It’s called Email Forwarding.

Many accounting apps, like QuickBooks, Xero, Quicken, FreshBooks, Wave, Zoho Books, and more, are all able to receive and further process forwarded documents. This simplifies your accounting flow even more.

Getting set up isn’t complicated, although there are a few steps involved. I’ve collected all of the latest information, as of November 2018. All you need to do is follow the steps below.

Firstly, you’ll need to retrieve your Email Forwarding address from your accounting software. They all call it something different. In the following descriptions, we will use the terms used by each specific accounting software.

How to get your Email Forwarding Address for Xero
How to get your Email Forwarding Address for Zoho Books
Other accounting software how-tos are coming soon.

Once you have your Email Forwarding address from your preferred accounting provider, you can easily set it up through FindMyInvoice.

  1. Go to your FindMyInvoice Settings. Wherever you are in your Gmail or G Suite account, you can find our Settings by clicking on the Find My Invoice button on the status bar.

Screen Shot 2018-11-21 at 3.18.21 PM

2. On the Settings page, scroll down and search for “Email Forwarding.”

3. Select the “Forward” option and enter the email address you retrieved from your accounting software. Save all changes.

4. Great. You are all set! Enjoy building your business while we deal with finding and forwarding all of your invoices on your behalf.😉

 

– Virag

PS: If your favorite accounting software is not listed above, email me at virag@findmyinvoice.com There are always ways and means of getting you connected to FindMyInvoice!

features

New features for October

Last month, I spoke with many of our users to determine how FindMyInvoice was working out for them so far, and more importantly, how we can make it better.

So, on that note, here’s what’s new:

→ Settings page enabled: You can now change your upload settings – including folder structure, folder naming, and file naming.

→ Invoice forwarding: You can set a dedicated email address to forward all your recognized invoices to. For example, why not set up QuickBooks email forwarding method? All recognized invoices and receipts will be added to your books. I’ll publish a post here soon on how to set up your email forwarding with some of the most popular accounting apps around.

→ Tell your friends about FindMyInvoice: We’ve added an easy way to recommend FindMyInvoice to your friends. In the top right corner, you’ll now find three share buttons.

→ Vendor Avatars: In the My Invoices menu, you can now see the avatars of your vendors for easier recognition.

→ Quick access to FMInvoices folder: In the My Invoices menu, there is officially a shortcut to your folder. Look for the folder button below the blue area.

→ Last but not least: Everything just got a whole lot faster and smoother in the background, to better handle all of our old and new users.

There are many other features on our list, based on the feedback from our interviews. Some of these will roll out this week, while others need a little more time to build. In the meantime, feel free to reach out if you have anything on your mind regarding what we can do to make your workflow more hassle-free and smooth than ever before.

– Virag

Troubleshooting

When your Invoice is syncing to Google Drive…

FindMyInvoice recognizes and neatly stores your invoices. The storing part is a little tricky, we are only allowed to upload your documents one-by-one. We call it syncing, and you can track the status of your documents in the My Invoices tab. Just look at the cloud icon in each line: if it is grey, we are still working on it; if it is green, your document is already synced.

If you ended up here by clicking one of our buttons in Gmail: we are still working on uploading your document to Google Drive. Once it is uploaded, the button right next to your email as well as the green cloud icon on your My Invoices tab will take you to the uploaded document.

To make up for the wait, here is a cute puppy for you.

animal-dog-husky-69433

If you need any further help or your documents are not syncing to your Drive for over a day, feel free to contact us via support@findmyinvoice.com!

– Virag