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AutomationPurchase invoice from mail → Basecone

Purchase invoices from the mail into Basecone with AI

Invoices arriving by mail go, once approved, as a document to the right company file in Basecone.

Purchase invoice from mail → Basecone is ready-made automation in Altramano for administration and finance: invoices arriving by mail go, once approved, as a document to the right company file in Basecone.

It works with Basecone and Microsoft Outlook.

Ready-made automation · department Administration and finance

What it does

Every mail with an attachment in the folder you choose: the approver gets an approval request; once approved the attachment goes as a document to Basecone (you choose the company file in the "Import document" step) and administration gets a confirmation with the document id. Basecone recognises and processes the document from there.

What you need

  • Basecone — importing, tagging and following documents in Basecone and reading transactions and master data per administration, connected through your own details.
  • Microsoft Outlook — find, send, answer and draft mail in Outlook and pull attachments, with a trigger on new mail, connected through logging in to the service.
  • Everything that goes out, this template puts to you first: you say yes before anything leaves.

How does purchase invoices from the mail into Basecone work with AI?

An automation runs in your own environment with fixed steps, the same every time.

Every mail with an attachment in the folder you choose: the approver gets an approval request; once approved the attachment goes as a document to Basecone (you choose the company file in the "Import document" step) and administration gets a confirmation with the document id. Basecone recognises and processes the document from there.

Basecone: importing, tagging and following documents in Basecone and reading transactions and master data per administration. Microsoft Outlook: find, send, answer and draft mail in Outlook and pull attachments, with a trigger on new mail.

Everything that goes out, this template puts to you first: you say yes before anything leaves.

Everything runs in your own environment in Amsterdam. You set the limit: what falls within it runs by itself; what falls outside it comes to you first. Every run is there to read back step by step in Runs.

Read what an AI agent does for your team

Who it's for

For administration and finance: invoices, outstanding items and VAT: the work that comes back every month and goes wrong when it is rushed. Those hours go into looking at the figures and chasing down anomalies, instead of into retyping entries and laying VAT returns side by side.

This department comes into play in installation companies, construction and contractors, accountancy and bookkeeping firms, wholesale, manufacturing, transport and logistics, healthcare practices and providers, hospitality, IT and software companies, architects and engineering firms, landscaping and grounds maintenance, car dealers and garages, training providers, legal and notaries and staffing and recruitment agencies.

How to install it

  1. Choose the template in your environment under Templates.
  2. Point at the integrations it needs and fill in at most three settings.
  3. Test with an example, read the run back and say yes before it goes live.

The full manual (what it is for, what you get, what you need, step by step, testing, errors with cause and remedy) sits with the template in your own environment.

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Frequently asked questions

What do I need for Purchase invoice from mail → Basecone?

Basecone and Microsoft Outlook and a Altramano environment. The approval step is on.

Which department is Purchase invoice from mail → Basecone for?

Administration and finance, in industries such as installation companies, construction and contractors and accountancy and bookkeeping firms.

Does anything go out without me seeing it?

Everything that goes out is set to approve first by default. You can switch that step off per automation once you trust it.

What if something goes wrong?

The run stops, you get a notification, and in Runs you see step by step what happened. The manual names the errors you may meet, with cause and solution.

More for administration and finance

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Month-end checklistautomationOn the first working day of the month, a checklist for the close, with the open points from your tables.
New customer → welcome and customer folderautomationA new customer in your table gets a welcome mail (for approval) and a customer folder with a base document on OneDrive.
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Templates are updated in your Altramano environment.

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