Nexfatt manual

What it does

• Reads only IMAP messages that have not yet been examined and retains the identifiers already seen.
• Separates new text from earlier thread quotations and reads text from PDF, XML, and .p7m attachments.
• Evaluates vocabulary, structure, sender, and attachments to assign a confidence score to possible invoice authorisations.
• Applies routing rules in priority order and records the outcome of every examined message, including irrelevant and below-threshold messages.
• Prepares a draft electronic invoice in FatturaPA XML and a readable courtesy PDF when a message is recognised as an authorisation.
• Shows XML, the courtesy PDF, and available attachments in a case file, with a readable XML summary and full XML content.
• Runs local checks and marks drafts To Complete or To Correct before operator authorisation.

What it does not do

• It does not transmit invoices to the Sistema di Interscambio, either automatically or from inside the program. Submission remains a separate action through your own portal, intermediary, or management system.
• It does not guarantee SDI acceptance: local checks do not replace the checks performed by the external submission channel.
• It does not perform compliant digital preservation, bookkeeping, tax returns, or the work of accounting software or an accountant.
• It does not verify that an authorisation is legitimate, that work was actually carried out, or that an amount is due.
• It cannot recognise every wording with certainty: recognition is statistical and may miss an authorisation, classify a message incorrectly, or extract data incorrectly.
• It does not localise the executable interface: the interface, fiscal terminology, and menu labels remain in Italian.

Requirements

• Windows computer: Windows 10 or Windows 11, 64-bit. The package contains Nexfatt.exe and does not include an installer.
• IMAP mailbox: Use a dedicated mailbox or monitored folders containing invoice authorisations. Microsoft 365 or Outlook, Gmail or Google Workspace, Aruba ordinary mail, Aruba PEC, Legalmail, and Register.it PEC are preconfigured; for other providers, enter IMAP settings. The email service may be paid: check the provider’s price list.
• Mailbox credentials: They are required to connect email. With Gmail or Microsoft 365 and two-step verification enabled, you will normally need to create an app password with the provider. Do not share credentials or put them in support messages or documents.
• Company details: Prepare business name, VAT number, tax code, full address, and tax regime. These are used as supplier or issuer details in prepared documents.
• Writable local folders: Choose output folders for XML, PDF, and attachments. Nexfatt tests writing with a test file; take special care with network or synchronised folders.
• Client records: You can start from an existing CSV file or review and complete clients detected after the first scan.
• Internet connection and licence: Internet access and a key received after purchase are required for activation. The program periodically verifies the licence; the supplied documentation states a check every three days and up to thirty days without a successful verification.
• Editions, one-off price, workstations, and companies: Public prices excluding VAT: Starter 59 EUR, one workstation and one company; Base 99 EUR, one workstation and one company; Pro 349 EUR, three workstations and three companies; Studio 749 EUR, ten workstations and twenty-five companies. The licence is perpetual for the installed version. The supplied terms state twelve months of updates for Base and Pro and twenty-four months for Studio; they do not state a separate update term for Starter.

Step-by-step setup

1. 1. Extract the package and keep the documentation. Download the ZIP file, extract it to a dedicated folder on your PC, and retain all delivered documents. The executable is Nexfatt.exe. The Italian documents are MANUALE.md, ISTRUZIONI_OPERATIVE.md, and CONDIZIONI_DI_LICENZA.md; documents with the .en suffix are in English. The delivered English files are README.en.md, MANUALE.en.md, ISTRUZIONI_OPERATIVE.en.md, CONDIZIONI_DI_LICENZA.en.md, MANUALE.en.pdf, ISTRUZIONI_OPERATIVE.en.pdf, and CONDIZIONI_DI_LICENZA.en.pdf. The executable and the remaining documentation files are Italian only.
2. 2. Choose a stable folder for the program. There is no installer. Copy Nexfatt.exe to a folder you will not remove accidentally, such as a personal folder or an applications folder for which you have the required permissions. Configuration and the archive are kept separately in the Windows local data folder.
3. 3. Start Nexfatt and read its limits. Open Nexfatt.exe. On first launch, Windows may show a protection warning because the executable is not signed with a code-signing certificate; assess the file received with your purchase and follow Windows only if you recognise its origin. Read the Italian screen Aiuto → Cosa fa e cosa non fa and acknowledge the limitations required by the program.
4. 4. Select the business profile. In the guided setup, choose Generico, Edilizia e impiantistica, Servizi e consulenza, Forniture e commercio, Appalti pubblici, or Trasporti e logistica. The profile changes the vocabulary used for recognition. If no profile accurately describes your business, use Generico, which uses explicit expressions.
5. 5. Enter and check your company details. Enter business name, VAT number, tax code, full address, and tax regime. These details are used as supplier or issuer information in the draft. Check them against your business records before proceeding: the program does not replace fiscal or accounting review.
6. 6. Connect the IMAP mailbox. Choose a preconfigured provider or manually enter the IMAP details supplied by your provider. If you use Gmail or Microsoft 365 with two-step verification, create and use an app password according to the provider’s instructions. Select Verifica connessione; when the connection succeeds, select the inbox and any subfolders where rules move invoice authorisations.
7. 7. Set output folders. Choose writable local folders for XML, PDF, and attachments. Wait for a successful write test. Do not treat the existence of a folder as sufficient: for network or synchronised paths, confirm that your account can actually write there.
8. 8. Manage client records. If you have a CSV file, go to File → Anagrafica clienti and use Importa da CSV. Otherwise, run a scan first and then open File → Committenti rilevati nella posta to review proposed clients. Complete or correct business name, VAT number, and other required fiscal details before reprocessing a case.
9. 9. Check the configuration. Open Azioni → Verifica la configurazione. The report distinguishes matters that prevent invoice preparation from those requiring attention and shows a remedy. Repeat this check after important changes; Nexfatt also runs it before every scan.
10. 10. Activate the licence after purchase. During the 21-day trial, you can recognise authorisations, prepare XML and PDFs, and check them, but you cannot authorise for submission. After purchase, open Aiuto → Licenza, paste the key received in the delivered email using its provided format, and select Attiva. Do not publish, forward, or include the key in shared screenshots.
11. 11. Run a controlled first scan. Use Scansiona ora, or Azioni → Esegui scansione ora, for one test cycle. Examine Registro operazioni and Autorizzazioni rilevate. Review both a recognised message and a Sotto Soglia message before turning on continuous monitoring.
12. 12. Check the first draft before every external submission. Open Fatture generate and use Documenti e anteprima or double-click the row. Compare the authorisation message, attachments, readable XML summary, full XML content, and courtesy PDF. Correct missing data or anomalies; only after operator authorisation should you use your external channel to submit the XML to SDI.

Daily use

Check the edition and licence limits

Editions, one-off price excluding VAT, workstations, and companies: Starter, 59 EUR, one workstation, one company; Base, 99 EUR, one workstation, one company; Pro, 349 EUR, three workstations, three companies; Studio, 749 EUR, ten workstations, twenty-five companies. The licence is non-transferable and you must not exceed the limits of your purchased edition. Before replacing or reformatting a computer, use Aiuto → Licenza → Libera questa postazione.

Choose a one-time scan or monitoring

Use Scansiona ora for a single controlled cycle. Use Avvia monitoraggio only after folders, vocabulary, client records, and early results have been checked; the command becomes Ferma monitoraggio while monitoring is active. The supplied operating instructions state a cycle every ten minutes.

Read Registro operazioni and statuses

After every cycle, open Registro operazioni to see examined messages, recognised messages, prepared drafts, below-threshold messages, and irrelevant messages. In Autorizzazioni rilevate, the documented statuses are Rilevato, Sotto Soglia, In Revisione, Fatturato, Duplicato, and Errore.

Review low-confidence authorisations

In Autorizzazioni rilevate, filter Sotto Soglia. These messages remain available for review and may indicate uncovered vocabulary, a wrong folder, or a message that must not create a draft. Negations block recognition.

Complete and reprocess drafts

In Fatture generate, check the status. Bozza is complete and awaiting review; Da Completare identifies missing data; Da Correggere identifies anomalies; Autorizzata is the final status written by the program. If a client is missing, add it through File → Anagrafica clienti → Nuovo cliente, then return to the message and use Rielabora e crea fattura.

Examine the complete case file

Open a row with a double-click or Documenti e anteprima. Compare the original authorisation, attachments, readable summary, and full XML. The courtesy PDF supports reading, but the XML is the file to verify for the FatturaPA workflow.

Authorise carefully and submit outside the program

A Da Correggere draft cannot be authorised. For other drafts, use Autorizza all’invio only after checking number, date, client, total, VAT, references, and fiscal details. Then retrieve the XML from the configured folder, also reachable through File → Apri cartella XML fatture, and submit it through your external channel.

Handle data and support securely

The program works locally with messages, attachments, client data, and invoices; the licence service receives the key, an identifier derived from the computer, computer name, program version, and operating-system version. If you need support, retrieve the log with File → Apri cartella dei log and use Aiuto → Licenza → Copia questi dati; protect personal data and never send mailbox passwords.

Practical cases

Installation company with authorisations in an Outlook subfolder

A small installation company receives invoicing authorisations in email and Outlook rules archive them in a subfolder.

1. Select Edilizia e impiantistica in the guided setup.
2. Connect the IMAP mailbox and select the inbox and the archive subfolder.
3. Run Verifica connessione and set writable folders for XML, PDF, and attachments.
4. Run Scansiona ora and inspect Registro operazioni and Autorizzazioni rilevate.
5. Open recognised drafts and compare them with email and attachments before authorising them.

You obtain a reviewable list of examined messages and, when data is complete, XML and PDF drafts for human review.

Firm starting with a client CSV

A firm already has an exported CSV client record file and wants to reduce incomplete drafts caused by missing clients.

1. Review the CSV and make sure available fiscal data is current.
2. Open File → Anagrafica clienti and use Importa da CSV.
3. Run Azioni → Verifica la configurazione.
4. Start a one-time scan on a controlled IMAP mailbox.
5. Review any detected clients that are still incomplete and correct them before reprocessing.

You obtain drafts with an initial client record set available and a clear list of details that still need completion.

Clients using unusual wording

A consulting company finds that authorisation emails remain Sotto Soglia because they use wording not covered by the initial vocabulary.

1. Open Autorizzazioni rilevate and filter Sotto Soglia.
2. Compare each text with its original context and do not automatically treat a message as an authorisation.
3. Use Azioni → Prova rilevamento su testo to inspect the score, recognised expressions, and activated rules.
4. Where appropriate, update vocabulary or thresholds through File → Impostazioni → Sistema e rilevamento.
5. Use Azioni → Ripristina stato scansione to reassess earlier mail, then review the results again.

You obtain a configuration closer to your real correspondence while retaining human review before an invoice is prepared for submission.

Reviewing a draft with a missing client

An authorisation is detected but its invoice is Da Completare because the client is absent from the records.

1. Open the draft details and identify the missing information shown by the program.
2. Add the client through File → Anagrafica clienti → Nuovo cliente.
3. Return to the relevant row in Autorizzazioni rilevate.
4. Use Rielabora e crea fattura and review the confirmation carefully if a new sequential number is indicated.
5. Open the case file, compare XML, PDF, message, and attachments, then authorise only if they are correct.

You obtain a new draft to review with the client record completed, without automatic SDI transmission.

Tips

• Create a dedicated mailbox or folder for messages to be examined so that irrelevant messages are reduced and review is easier.
• Before turning on Avvia monitoraggio, run Scansiona ora and verify results on a small number of known messages.
• If Outlook moves messages automatically, select the matching subfolders during IMAP setup.
• Choose the business profile carefully: it also excludes terms that can mean something different in a particular sector.
• Do not lower thresholds to pursue a single message before reviewing Sotto Soglia and using Azioni → Prova rilevamento su testo.
• Keep the authorisation rule at priority 1 and remember that a rule with Ferma elaborazione prevents subsequent rules from being evaluated.
• Review every draft against the original message and its attachments: recognition does not prove that work is due or that amounts are correct.
• Always verify the full XML and XML summary, not only the courtesy PDF.
• Use output folders with checked storage space and write permissions; monitor network folders and synchronisation services carefully.
• Before changing computers, release the workstation. According to the delivered documentation, reinstalling Windows on the same computer does not consume an additional workstation.
• Keep a protected copy of the local data folder for your operational needs; IMAP passwords encrypted for the Windows user account cannot be transferred and must be entered again on another computer.
• Update by replacing Nexfatt.exe only with the file received through the official channel; configuration, archive, and licence state remain in the local data folder.

Troubleshooting

Verifica connessione does not succeed.

Credentials may be rejected, the server may be unreachable, the port may be incompatible with TLS, the host name may not resolve, or a proxy may intercept the certificate. With Gmail and Microsoft 365, a common cause is a missing app password when two-step verification is enabled. Check the provider, IMAP details, and mailbox folder; create an app password using the provider’s procedure when required; then repeat Verifica connessione. Never send the password to third parties or support.

The scan finds no useful messages.

Selected folders may not include those where email rules archive messages, or a configuration block may prevent the cycle. Open Azioni → Verifica la configurazione, resolve any blocks, and check selected folders and subfolders. Then run Scansiona ora and inspect Registro operazioni.

A message is Sotto Soglia.

The text, sender, structure, or attachments do not reach the detection threshold; negations block recognition in any case. Open the message, check its context, and use Azioni → Prova rilevamento su testo. Only where justified, change vocabulary or the threshold in File → Impostazioni → Sistema e rilevamento and reassess with Azioni → Ripristina stato scansione.

A draft is Da Completare.

Required information is missing, often a client record or a detail that could not be extracted from the communication. Read the draft details, add or correct data in File → Anagrafica clienti, return to Autorizzazioni rilevate, and use Rielabora e crea fattura. Check the new document before authorising it.

A draft is Da Correggere and cannot be authorised.

The local validator found anomalies that the documentation says SDI would reject. Open the anomaly details, correct the required information, and regenerate or reprocess the draft using the workflow shown by the program. Do not bypass the check or submit until XML and data have been reviewed.

A case-file item is marked absent.

The file may have been generated but is no longer at its recorded path, which can happen with network or synchronised folders. Check the recorded path, permissions, and synchronisation activity. Do not automatically interpret the absence as proof that the invoice was not generated.

You need to revisit mail already examined after changing vocabulary or thresholds.

Nexfatt keeps IMAP identifiers of messages already seen so it does not download them again on every cycle. Use Azioni → Ripristina stato scansione, then run a new scan and review the results. The documentation states that the idempotency check remains active to prevent duplicate drafts.

The program reports an error or you need support.

The issue may concern configuration, network, folder writing, or message data. Technical details are written to a monthly log. Open File → Apri cartella dei log and locate errori_AAAAMM.log. Also collect the data from Aiuto → Licenza → Copia questi dati. Protect personal data and do not send passwords, licence keys, or unnecessary confidential content.

Limits to know

• Version 3.0.1 does not transmit invoices to SDI. It prepares FatturaPA XML and courtesy PDFs, runs local checks, and requires your external channel for submission.
• A local check does not guarantee SDI acceptance. You or your accountant remain responsible for each invoice’s content, correctness, submission, and handling.
• Authorisation recognition is statistical and does not prove the existence, legitimacy, or enforceability of a service. Always verify the amount, VAT, client, references, and original authorisation.
• Nexfatt does not provide compliant digital preservation, bookkeeping, tax returns, or legal, tax, or accounting advice.
• If you process email, attachments, or client data, you must meet your own data-protection responsibilities, including applicable GDPR information, lawful basis, minimisation, security, and roles.
• The licence permits professional use only within the workstations and companies of the purchased edition; you may not resell, assign, rent, sublicense, decompile, or bypass licence controls as set out in the delivered terms.
• The supplied terms state that an unupdated version may not remain compliant with later regulatory changes. Update periods are expressly stated for Base, Pro, and Studio.

Frequently asked questions

Does Nexfatt send invoices to SDI?

No. Nexfatt does not submit to SDI. After review and authorisation, retrieve the XML from the configured folder and submit it through your own portal, intermediary, or management system.

Which file should I check, XML or PDF?

Check both together with the message and attachments, but the FatturaPA document to verify is the XML. The PDF is a courtesy PDF and does not replace XML review.

Can I use Nexfatt before buying it?

Yes. The delivered trial guide states a 21-day trial to configure, recognise, prepare, and validate XML and PDF. You cannot authorise for submission during the trial.

Which email providers are preconfigured?

Microsoft 365 or Outlook, Gmail or Google Workspace, Aruba ordinary mail, Aruba PEC, Legalmail, and Register.it PEC. For other providers, you can enter IMAP details manually.

Why does Nexfatt not recognise an authorisation?

The message may be in an unselected folder, blocked by a negation, below the threshold, or written with wording not included in the vocabulary. Check configuration first, then inspect Sotto Soglia and use Azioni → Prova rilevamento su testo.

What happens if the same message is processed again?

The documentation describes an idempotency check based on sender, references, and amount. If the fingerprint matches, a second draft is not created. You must still review outcomes before authorising documents.

Can I move the licence to another computer?

Yes, within your edition limits. Before retiring or reformatting the old computer, use Aiuto → Licenza → Libera questa postazione or the licence area. Mailbox passwords are not transferred and must be entered again.