SGIF · Intelligent Invoice Management System
Supplier invoices arrive on their own, read and ready for the accountant.
SGIF (Intelligent Invoice Management System) is Loominary's software for SMEs in Portugal. It receives supplier invoices by email, extracts the data with AI (supplier, NIF, taxable base, VAT, total), detects duplicates, classifies each invoice by category and sends the batch to the accountant in one click: a CSV ready to import plus the original PDFs.
- Data hosted in the EU (Frankfurt)
- Reads only the invoice inbox, never your whole email
- Built for Portuguese tax rules
By Jorge Ferreira, founder of loominary · LinkedIn·
- Supplier
- Materiais Norte, Lda.
- Invoice no.
- FT 2026/418
- Date
- 12 Aug 2026
- Taxable base
- €1,240.00
- VAT (23%)
- €285.20
- Total
- €1,525.20
- Category
- Materials
- Status
- Ready to send to accountant
Duplicates: none · original PDF attached · sample data
The problem
How much time does your company lose on supplier invoices?
They arrive by email, as PDFs or photos, from dozens of suppliers. Someone has to open, read, classify, file and pass each one to the accountant. Every month.
6 to 8 min
per invoice, handled by hand
open, read, classify, file, send
20 to 27 h
a month, in an SME with 100 to 150 invoices
between the company and the accountant
€400 to €700
a month in operating hours
not counting invoices lost or paid twice
How it works
How does SGIF work?
Four steps. Only one needs you.
- 01
The invoice arrives by email
Suppliers keep sending invoices to the usual address. A forwarding rule delivers them to SGIF, as a PDF, a photo or a link.
Automatic
- 02
AI reads and classifies
Supplier, NIF, number, dates, taxable base, VAT and total. It detects the VAT regime, credit notes and duplicates, and suggests the category.
Under a minute
- 03
Review in seconds
Each invoice appears with the extracted data next to the document. Correct what needs correcting, if anything.
The only step that is yours
- 04
Send to the accountant
Pick the period, select the batch and press send. The accountant receives a CSV ready to import and the original PDFs.
One click
Features
What SGIF does for you
Only what is in production today. No roadmap.
Email capture
PDFs, photos and forwarded emails as attachments. Invoices that arrive as links (Moloni, TOConline, Vendap) are downloaded automatically.
AI reading
Supplier, NIF, number, dates, taxable base, VAT rate and amount, total, VAT regime and category. With a confidence score per invoice.
Duplicates and quarantine
The same invoice arriving twice is caught by NIF and number. Quotes, delivery notes and receipts that are not invoices go to quarantine, outside the totals.
VAT done properly
Standard, reverse-charge (autoliquidação) and exempt regimes. Credit notes with a negative sign. Foreign suppliers and intra-community purchases handled correctly.
Categories that learn
Editable categories. Pin a supplier to a category once and every invoice from that supplier, past and future, follows the rule.
Several companies
Each invoice goes to the right company by the buyer's NIF. Sales invoices issued by your own company are set aside so they never count as a cost.
Batch to the accountant
CSV with Portuguese separators and decimal comma, plus the original PDFs, by email. A history of every send: what, when and to whom.
Reports
Totals with and without VAT, by category and by supplier, with a 6-month trend. Weekly email summary of what needs attention.
Access without passwords
Sign in with a magic link sent by email, restricted to an allowlist of users. PDFs served through signed, temporary URLs.
Who it's for
Who is SGIF for?
SMEs in Portugal that receive between 50 and 300 supplier invoices a month and want the accountant to receive them organised, without anyone spending hours on them.
Construction
Invoices assigned to projects and lots, project margin without VAT, reverse-charge VAT on subcontractors. In production since June 2026.
Retail and distribution
Dozens of recurring suppliers, invoices by email every day, external accountant.
Coming soon
Services and clinics
Suppliers of materials, rent, utilities and subcontracting, all arriving by email.
Coming soon
Before and after
What changes with SGIF?
| Without SGIF | With SGIF | |
|---|---|---|
| Time per invoice | 6 to 8 minutes | Under 1 minute |
| Hours a month on invoices | 20 to 27 hours | 3 to 5 hours |
| Cost visibility | At month end | The day the invoice arrives |
| Duplicate or lost invoices | Nobody knows | Zero, caught on arrival |
| Delivery to the accountant | One by one, by email or paper | Batch with CSV and PDFs, in one click |
Security and GDPR
Where is the data and who can touch it?
Database in the European Union
Hosted in Frankfurt. PDFs sit in private storage and are served only through signed, temporary URLs.
Only the invoice inbox
SGIF receives what is forwarded to a dedicated mailbox. It never reads the company's email. That was a design decision because of the GDPR.
Restricted access
Magic-link sign-in, no passwords, limited to an allowlist of authorised users. Every send to the accountant is logged.
Data processing agreement
Loominary acts as data processor, with a data processing agreement signed with each client.
Frequently asked questions
Questions about SGIF
Does SGIF integrate with iGest, Primavera or SAP?
It doesn't integrate directly with any accounting software. It delivers the accountant a CSV ready to import plus the original PDFs. That was a deliberate choice: it works with any accountant, without depending on their software.
What happens to an invoice the AI can't read?
It stays visible, flagged as a reading failure, with the original document attached. Fill in the data by hand or attach a better copy. Nothing is discarded silently.
Does it detect duplicate invoices?
Yes. The same combination of supplier NIF and invoice number is only accepted once. If it arrives again, it is ignored and the original is kept.
How does it handle reverse-charge VAT?
It recognises the legal mentions on the invoice (autoliquidação, article 2(1)(j) of the Portuguese VAT Code, VAT due by the buyer) and records the invoice without VAT charged. Intra-community purchases from foreign suppliers follow the same rule.
Do I need to change the company's email?
No. A forwarding rule is created in your current email (Gmail or Microsoft 365) to the SGIF mailbox. Suppliers notice nothing.
What about old invoices?
We import the history from an email export (Google Takeout or equivalent), with the same process as new invoices.
How much does SGIF cost?
The model is an initial implementation, which includes setup, import of your invoice history and training, plus a fixed monthly fee that covers infrastructure, AI and support. The amounts depend on invoice volume and the number of companies. Ask for a demo and we present a proposal with numbers.
Where is the data stored?
In the European Union (Frankfurt), under a data processing agreement with each client. SGIF only receives what is forwarded to the invoice mailbox.
Want to see SGIF with your own invoices?
A 30-minute demo with real invoices from your company. No commitment.
- Data in the EU
- Data processing agreement
- No commitment