Document intake
Everything your business is sent, in one intake. Read, sorted and matched to the right order.
Invoices, credit notes, order confirmations and delivery notes arrive as a PDF in an email, as EHF, as a photo from the warehouse. Holio Workspace receives them in one place, reads them, matches them to the purchase they belong to and puts them in one queue — where a person confirms.
- One queue
- Upload, Holio Chat, Holio Drive and EHF from the accounting system all land in the same intake and the same archive.
- One file, once
- The same file delivered twice becomes one document — whichever door it came through.
- EHF as data
- An EHF invoice is read straight from the XML. No interpretation, no guessing at the amount or the KID.
- You confirm
- Holio suggests. Nothing is approved, posted or paid without a person.
The doors in
Documents arrive where people already work. Every door delivers to the same intake, so the queue, the search and the match to the order are the same however the file came.
Upload or drag in
Drop the files straight into the intake, or pick them from your computer. A ZIP works too — it is unpacked at the door, and every file becomes a document of its own.
From Holio Chat and Holio Drive
An attachment in a conversation or a file in Drive is sent to the intake in one click, without downloading and uploading it again.
EHF from the accounting system
If you keep the books in Visma Business NXT, the EHF vouchers Visma has already received are read into the same queue — with whether they are posted.
The mailbox you have
A mailbox you use today can be connected. Holio reads the email, works out which company it is for and puts the attachments in the intake. If it is unsure, the email goes to review — never to the wrong company.
A document is not done when it has arrived. It is done when it is matched.
From attachment to matched document
Four steps. The only one you do by hand is confirming the last.
The document comes in
Through one of the doors, as the file it is. An email is split into body and attachments, a ZIP is unpacked, and a file you already have is recognised and not added twice.
Holio reads it
What kind of document it is — invoice, credit note, order confirmation, delivery note, contract, receipt — and who it is from. On an invoice: amounts with and without VAT, due date, the supplier's organisation number, order reference and lines.
It is matched to the purchase
The order confirmation and the invoice are compared with the purchase order they belong to, line by line. A difference in price, quantity or delivery date shows on the document, not in a spreadsheet afterwards.
A person confirms
The suggestion sits in the queue with the original beside it. Whoever may approve it confirms or corrects — and the correction is kept with its history. The document stays searchable in the archive.
A queue that says where the document stands
Every document has one status, and it means one thing: unread, reading, awaiting confirmation, in review, completed or archived. A document Holio could not read says so — with a button to try again — instead of disappearing.
The key fields are in the queue, so you see supplier, amount and due date without opening the file. Open it, and the original sits beside what Holio read, so you can check one against the other.
Unsure means a task, not a guess
Holio suggests the match and shows how confident it is. A suggestion never becomes an approval by itself, and a document Holio is in doubt about goes to a person with a name.
That includes who the document belongs to. When the intake serves several companies, Holio never picks one on a guess: a document that points at a company the intake does not serve goes to review instead.
For developers: the formats we accept
The intake is built for other systems to deliver to. A structured format is read as data, and everything else is read as well as it can be — and made searchable either way.
| Format | What Holio does with it |
|---|---|
| EHF and Peppol BIS Billing 3 (invoice and credit note) | Read as data, not interpreted: amounts, VAT, due date, KID, order reference and lines straight from the XML. The PDF that travels with it is attached |
| UBL and CII | The same reading as EHF — two syntaxes, one queue |
| Classified and read: type, sender, date, amount, invoice number and lines | |
| Images (JPG, PNG, WebP) | Stored, classified and made searchable — a photo taken in the warehouse is a document |
| Email (.eml) | Split into body and attachments, and every attachment becomes a document of its own |
| ZIP | Unpacked at the door — a month of invoice specifications becomes one file per invoice |
| Excel (XLSX), CSV, Word (DOCX) | Read as text and made searchable, including CSV saved as UTF-16 |
| XML, HTML, JSON and text | Read as text |
A documented API — and what it covers today
Holio Workspace has a public API with a reference generated from the service itself (OpenAPI 3.1), one key per company, OAuth for MCP clients and the same surface for AI agents. The reference and the developer portal live at mcp.holioworkspace.com.
Today you can read there the status of the EHF invoices you send, and the orders, products, stock, purchase orders and contacts in Workspace. Document intake as a resource of its own in the API — delivering documents in and reading the result out — is the next one we open. If you want to build against it, talk to us first: we are honest about when the answer is «that does not exist yet».
What people ask first
Do we have to change accounting systems?
No. The intake lives in Holio Workspace, and if you keep the books in Visma Business NXT, the EHF vouchers Visma has received are read into the same queue. What is posted where is your decision.
Can Holio receive EHF directly?
Holio has its own access point on the Peppol network, and receiving there is a separate activation. A company has one receiving address on Peppol at a time, so the move from the access point you use today is planned with you, not flipped with a switch. Read more under EHF and banking.
What happens to a document Holio cannot read?
It stays in the queue marked «reading failed», with a button to try again. The original is stored either way, so nothing is lost.
Can our own system deliver documents to Holio?
The API is documented and open to per-company keys today, but document intake is not a resource of its own in it yet. Tell us what you want to deliver, and we will tell you what exists and when.
Where are the documents stored?
In Holio Workspace, in the EU, together with the rest of the company's data — under the same access rules as the rest of the workspace. Read more under Security and data.
See the intake on your own documents
Bring a few invoices and order confirmations, and we will show how they come in, are read and matched to the purchase. 45–60 minutes, at no cost.