Connection guide

How to connect your invoice sources to your Phacet and activate extracted data in your accounting system, reporting tools, and team notifications.

This guide covers the technical setup for automating data flow in and out of the Invoice Data Extraction template. For what the template does and how to configure it, see the [Invoice Data Extraction template article].

Sending Invoices to Your Phacet

Automated push (recommended by Phacet)

Your automation tool monitors an email inbox, shared drive, or file storage system and sends new invoice PDFs to Phacet automatically.

Zapier setup

1. Create a new Zap
2. Trigger: Choose based on your invoice source:
   • Email: "New Email Matching Search in Gmail". Filter for emails with PDF attachments from known supplier addresses or sent to a dedicated alias (e.g., [email protected])
   • Google Drive/One Drive/Sharepoint "New File in Folder". Monitor a folder where invoices are saved
3. Action: Send to Phacet App, using the Create Row method.

Make setup

The logic is identical to Zapier:

1. Trigger module: "Watch Emails" in Gmail, "Watch Folder" in Google Drive, or equivalent for your file source
   • Set the search criteria to match your invoice flow
2. Action module: HTTP request using Phacet’s API. Map the same fields from the table above
3. Deduplication: Use a filter module or the built-in "from date" parameter to skip already-processed files

n8n setup

1. Trigger node: Gmail Trigger, Google Drive Trigger, or IMAP Email Trigger
   • Configure filters matching your invoice flow
2. Action node: use the Phacet n8n app. Map the same fields from the table above
3. Deduplication: Add an IF node checking filename or file hash against previously processed items, or use n8n's built-in deduplication

Connecting to Common Accounting Systems

Pennylane

If you use Pennylane, you can forward the original PDF to Pennylane's supplier email import address after extraction. The extracted data in Phacet serves as your pre-validation layer: only invoices that pass quality checks get forwarded.

You can use any automation tool to capture a new invoice analysis by using Phacet's Webhooks.

ERP with API import

For ERPs with an API, you can use the Json object that contains all extracted elements in Phacet, and feed it directly to your ERP.

1. Set up an Webhook in your automation tool and create a webhook in Phacet to be notified each time an invoice is completed on a row.
2. In your automation tool, map the Invoice JSON fields to your ERP's API endpoint using your ERP field format
3. Every new invoice analyzed is automatically pushed to your ERP via API, using Phacet's results.

ERP with CSV/file import

For systems that accept file-based import:

1. Export Phacet’s output to a CSV or XLS file matching your ERP's template
2. Upload to the import folder or send via the system's file intake mechanism