📍 What you need before getting started

📍 What email options you can connect

📍 What happens if the account appears inactive

📍 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 currently works with Gmail and Outlook (Microsoft). If you use another provider, you can leave your preference for future integrations.

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. Enter your Outlook email and request the invitation.
3. Check your inbox and accept the Microsoft invitation. This only needs to be done once.
4. Once you have accepted it, go back to Fina and click Connect with Outlook to authorize access.

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

If you use another provider

If your email is not Gmail or Outlook, click Other option and provide:

• The name of your email provider.
• Your email, if you want to leave it as a reference.

This does not connect the account at that moment. It only sends your preference to the team so they can evaluate that integration.

3. What happens if the account appears inactive

If an account shows as inactive, Fina cannot authenticate with that email and stops using it for automatic collection.

In that case:

• Fina stops looking for documents in that account.
• To resume collection, you need to disconnect it and reconnect it.
• 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: 23/04/2026