Home / Automation for professional firms in Mallorca
For accountancy firms, tax and employment advisers, and teams that receive invoices, payroll, contracts and client paperwork by email every day.
In a firm the problem is not just storing an invoice. Attachments arrive by email, scanned documents, signed contracts and payroll for many clients. They have to be opened, understood, matched to the right company, named and filed. When that journey depends on an inbox and someone's memory, volume turns it into continuous sorting.
Automatiza Mallorca designs flows to receive, read, classify, identify the client and file documents. The starting point can be the email the firm already uses and the storage it already works in. The aim is not to replace professional judgement, but to take the tedious journey that repeats with every attachment off the desk.
We agree with the firm what the system recognises, where it puts it, and which cases must always be reviewed.
The flow watches a mailbox, collects attachments and extracts the data it needs from invoices and other readable documents.
With agreed rules it identifies which client or file each document belongs to, so nobody has to look them up one by one.
It renames and saves to the agreed location. When information is missing, a document is duplicated or something does not add up, it flags it for review.
FacturaFlow is our product for the invoices a firm's clients send by email. It files them into the firm's Google Drive on its own. It is useful for that particular intake, but it is not the whole proposal for a firm: payroll, contracts, client paperwork and exceptions may need different journeys.
When a document cannot be read properly, comes from a new sender or raises a question, the flow must not invent. It can flag the case and ask for a person. That separation lets the team spend its attention on the tax, employment or documentary review that needs judgement.
The sensible way to start is to pick one mailbox or one class of document with clear rules, check how it is named and filed today, and test the journey with real documents. Then the cases that share the same logic are added. A complete automation costs from €3,000, depending on scope; the in-person assessment costs €1,500 and leaves the plan in writing.
For the options on document intake, see the guide to invoices and documents. To weigh up your own firm, the first step is a free phone call.
