📍 What you need before getting started

📍 What email options you can connect

📍 Email account states

📍 Why you should check the store address

Fina can automatically look for and collect invoices and other purchase documents from your email. To make this work properly, there are two key parts: connecting a compatible account and checking that your restaurant's physical address is correct.

1. What you need before getting started

Before connecting email, check this:

• Have Fina activated in that restaurant.
• Have the Collect invoices from emails option enabled.
• Make the connection as the owner or administrator of the restaurant.
• Review the address in the Review your store address step or from Fina > Settings > Email.

💡 If you manage several restaurants within the same group, the connected account is shared at group level. That is why it is worth checking each location's address carefully.

2. What email options you can connect

Fina works with Gmail, Outlook (Microsoft), and any other provider that offers IMAP/SMTP access (for example, corporate domains, Zoho, IONOS, etc.).

Connect Gmail

1. Go to Fina > Settings > Email or open the Fina activation wizard.
2. In Email connections, click Connect Gmail.
3. Authorize access with your Google account.
4. When authorization is complete, you will return to Fina and the account will be connected as active.

⚠️ During the process, Google may show a security warning while it finishes verifying the app. If that happens, follow the on-screen steps and continue with authorization.

Connect Outlook or Microsoft

1. Click Connect Outlook.
2. Authorize access to your Microsoft account in the window that opens.
3. When authorization is complete, you will return to Fina and the account will be connected as active.

If Outlook cannot connect

Some organizations restrict OAuth access. In that case, next to the Connect Outlook button you will see an info icon with the message Trouble connecting Outlook?. Open it to request an invitation: the Haddock team will receive your request and get in touch to help you.

⏱️ The invitation may take up to 24 hours to arrive.

Connect another provider (IMAP/SMTP)

If your email is not Gmail or Outlook, click Other email provider and Fina will guide you through a direct IMAP/SMTP connection:

1. Enter your email address.
2. Fina will try to auto-detect your provider's configuration. If it cannot, you can enter the IMAP and SMTP servers manually.
3. Enter the account username and password (or app password).
4. Fina tests the connection in real time and, if everything works, the account is connected as active.

💡 Some providers (such as Gmail with two-step verification, iCloud, or Yahoo) require a specific app password instead of your regular password. Look for it in your provider's security settings.

If sending fails but reading works

If Fina can read the inbox but cannot send emails (for example, because your provider restricts SMTP), you will be able to connect the account in Send disabled mode: it receives and processes invoices normally, but will not send emails to suppliers on your behalf until sending is reactivated.

3. Email account states

A connected account can appear in one of three states:

• Active: Fina collects documents and, when needed, sends emails to suppliers on your behalf.
• Send disabled: Fina keeps reading the inbox and collecting documents normally, but cannot send emails. This usually happens when the provider's SMTP is restricted. The supplier issue is left as a proposal for you to send manually. To re-enable sending, review the SMTP settings on your provider or contact support.
• Inactive: Fina cannot authenticate with that email and stops using it. This usually happens when a token expires or you change the password.

How to reactivate an account

• If the account is inactive, you need to disconnect it and reconnect it to resume collection.
• If the account is in send disabled, review the provider's SMTP settings or contact support to re-enable sending. In the meantime, invoice collection keeps working normally.
• If you only want to stop collection for a specific restaurant, disable Collect invoices from emails at that location instead of disconnecting the account for the whole group.

4. Why you should check the store address

The restaurant's physical address helps Fina identify which documents really belong to that location.

This is important for two reasons:

• Without an address, collection cannot be activated correctly for that restaurant.
• If you have several locations in the same group, Fina uses the document information to decide which location to assign it to. The address helps distinguish restaurants and ignore documents from other businesses.

💡 If several companies share a tax ID or fiscal address, the store's physical address is still key to distinguishing the correct branch. That is why it is worth checking that it is complete and up to date.

What you should review

• That the restaurant's physical address is filled in.
• That it matches the real location, not just the company's fiscal address.
• That it is up to date if you have moved or have several locations.

Updated on: 12/05/2026