Process Templates

Process Templates in Heptora are pre-built automations for popular websites and applications that you can activate and use immediately. As a “Robot as a Service,” these templates eliminate weeks of development, allowing you to implement complex automations in less than 1 hour with minimal configuration.

Overview

Process Templates transform automation from an extensive development project into a simple configuration task. Instead of building processes from scratch, you select a template that fits your need, provide the necessary credentials, and the process starts working automatically.

Why Use Process Templates?

⚡ Ultra-Fast Implementation: Processes running in less than 1 hour vs weeks of development
🎯 Minimal Configuration: You only need to provide credentials and basic parameters
🔄 Automatic Updates: If the target website changes, the template updates without your intervention
✅ Tested and Validated: All templates have been thoroughly tested in real environments
💰 Immediate ROI: Start saving time and resources from day one
🛡️ Maintenance Included: Don’t worry about changes in target websites

Available Template Catalog

FACe (Spanish Public Administration Electronic Invoice Portal)

The FACe template completely automates interaction with the electronic invoicing portal for Spanish public administrations, eliminating tedious manual work and reducing process errors.

FACe Template Capabilities

1. Automatic Electronic Invoice Submission

Automates the complete process of submitting invoices to public administrations:

Automatic preparation: Validates invoice format before submission
Form filling: Automatically completes all required fields
Attachments: Uploads invoice and supplementary documentation
Submission and confirmation: Executes submission and captures registration number
Result logging: Documents each submission for traceability

Typical process flow:

1. Read invoice from your system/folder
2. Validate format and mandatory fields
3. Access FACe portal with your credentials
4. Navigate to submission form
5. Fill all fields automatically
6. Attach required files
7. Submit invoice
8. Capture registration number and acknowledgment
9. Update status in your system
10. Notify result via email

2. Invoice Status Inquiry

Stay informed about your invoice progress:

Automatic tracking: Periodic status checking of submitted invoices
Change detection: Identifies when an invoice changes status
Proactive alerts: Automatically notifies important changes
Complete history: Maintains record of all statuses each invoice goes through
Consolidated dashboard: View status of all your invoices in one place

Monitored invoice statuses:

Registered
Under validation
Validated
Accounted
Payment proposal
Accountably recorded
Paid
Rejected (with reason details)

3. Download of Receipts and Acknowledgments

Automatic management of generated documentation:

Automatic download: Obtains all documents generated by FACe
Structured organization: Archives documents in folders organized by date/client
Consistent naming: Names files predictably and traceably
Automatic backup: Saves copies in multiple locations if needed
System integration: Can upload receipts to your ERP or document manager

4. Format Validation Before Submission

Avoid rejections due to format errors:

XML structure validation: Verifies invoice complies with Facturae standard
Mandatory field checking: Ensures critical information is not missing
NIF/CIF validation: Verifies correct format of tax identifiers
Amount validation: Checks consistency between bases, VAT and totals
Date validation: Verifies dates are logical and in correct format
Error report: If there are problems, generates detailed report of what needs correction

5. Bulk Invoice Processing

For organizations with high invoicing volume:

Batch processing: Submit multiple invoices in a single execution
Intelligent prioritization: Processes urgent or higher amount invoices first
Robust error handling: If one invoice fails, continues with the next ones
Consolidated report: Generates summary of all processed invoices
Automatic retries: Retries failed submissions due to transient problems
Rate limits: Respects portal limits to avoid blocking

Bulk processing report example:

FACe Bulk Processing - 11/15/2025

Total invoices processed: 47
✓ Successfully submitted: 43
⚠ Warnings (submitted with observations): 2
✗ Errors (not submitted): 2

Error details:
- Invoice FAC-2025-1234: Invalid recipient CIF
- Invoice FAC-2025-1298: Corrupted XML file

Total time: 18 minutes
Average time per invoice: 23 seconds

FACe Template Configuration

Prerequisites:

Valid digital certificate for company representative
Company registered in FACe portal
Portal access credentials
Invoices in Facturae 3.2 format or higher

Configuration Steps:

Select FACe template
- From template catalog, choose “FACe - Electronic Invoicing”
- Click “Use this template”
Configure credentials
- Digital certificate: Upload your .pfx certificate or configure from Windows store
- Certificate password: Stored securely in your local robot
- FACe user (if applicable): Stored as local secret
Configure file paths
- Input folder: Where you place invoices to process
- Processed folder: Where successfully sent invoices are moved
- Errors folder: Where problematic invoices are moved
- Receipts folder: Where acknowledgments and receipts are downloaded
Configure notifications
- Notification email: You’ll receive submission confirmations
- Webhook (optional): To integrate with other systems
- Report frequency: Daily, weekly or per submission
Schedule execution
- Manual: Execute when needed
- Automatic: Define schedules (e.g., hourly on business days)
- Event-based: Executes when detecting new invoices in folder

Estimated configuration time: 15-20 minutes

Real Use Cases

Case 1: Services Company with 200+ Monthly Invoices

Previous situation:

Staff dedicated 4 hours daily to manually uploading invoices
Frequent data entry errors
Collection delays due to invoices not submitted on time
Lack of visibility on invoice status

With FACe template:

Fully automated process: system processes invoices hourly
95% reduction in dedicated time (from 80h/month to 4h/month for supervision)
Zero data entry errors
All invoices submitted within 2 hours of issuance
Real-time dashboard of all invoice statuses
ROI recovered in less than 2 months

Case 2: Accounting Firm with Multiple Clients

Previous situation:

Managing invoicing for 30 different clients
Each client with their own certificates and configurations
Confusion about which invoices for which client are pending
Manual process very error-prone

With FACe template:

Multi-client configuration: one process per client with their credentials
Folders organized by client
Individual reports per client
Consolidated invoicing of all managed activities
Clients can see their invoice status in real-time

Case 3: Startup Without Dedicated Administrative Staff

Previous situation:

CEO manually sent invoices when having time
Accumulated unsent invoices
Missed deadlines and collection opportunities
No record of which invoices had been sent

With FACe template:

Completely unattended process
Only needs to place invoices in a shared folder
System handles everything automatically
Email notifications with each successful submission
Faster collections by submitting invoices immediately

Mutua - Vehicle Repair Invoice Upload

The Mutua template automates the process of submitting vehicle repair invoices, significantly accelerating the collection process.

Mutua Template Capabilities

1. Automatic Invoice Upload

Data extraction: Reads invoice information (file number, amount, supplier)
File validation: Verifies file number is valid
Automatic attachments: Uploads invoice and damage photographs
Upload tracking: Confirms all documents have been uploaded correctly

2. File Linking

Automatic search: Locates corresponding file in insurance portal
Document association: Links invoice with correct file
Status verification: Checks file is in phase to accept invoices

3. Approval Tracking

Continuous monitoring: Periodically checks status of submitted invoices
Approval alerts: Notifies when an invoice is approved
Rejection alerts: Immediately notifies if there are problems with an invoice
Clarification management: Identifies invoices requiring additional information

Mutua Template Configuration

Prerequisites:

User registered in insurance portal
Workshop registered as supplier
Access to file management system

Configuration Steps:

Access credentials: Username and password for insurance portal
Folder configuration:
- Pending invoices folder
- Photographs folder (optional)
- Processed folder
Notifications: Email to receive confirmations
Scheduling: Execution frequency (recommended: every 2 hours during business hours)

Estimated configuration time: 10 minutes

Measurable Benefits

Collection time reduction: From 15-20 days to 7-10 days average
Error elimination: 100% of invoices submitted with correct data
Complete visibility: Know the status of each invoice at all times
Time savings: 2-3 hours daily in workshops with high accident volume

[Other Catalog Templates]

Heptora’s catalog continuously expands with new templates for:

Public Administration:

Tender submissions
Document registration
Grant inquiries
Permit processing

Financial Services:

Bank reconciliation
Batch submissions
Statement inquiries
Loan management

Human Resources:

Payroll portals
Social security submissions
Leave management
Time tracking and control

Logistics:

Shipment tracking
Delivery note management
Transport booking
Inventory updates

E-commerce:

Product updates
Inventory synchronization
Order management
Return processing

Templates vs Custom Development Advantages

Implementation Comparison

Aspect	Custom Development	Heptora Template
Implementation time	2-6 weeks	Less than 1 hour
Initial cost	$3,000 - $15,000	Included in subscription
Technical knowledge required	Expert RPA developer	Business user
Testing and validation	1-2 additional weeks	Already tested and validated
Maintenance	You handle it	Heptora maintains
Updates	Manual, at your cost	Automatic, no cost
Support	Depends on provider	Included
Documentation	Create from scratch	Complete and updated

ROI Calculation: FACe Example

Scenario: Company with 100 monthly invoices to public administrations

Manual situation:

Time per invoice: 15 minutes (access, filling, submission, registration)
Monthly total: 25 hours
Staff cost: $25/hour
Monthly cost: $625
Annual cost: $7,500

With FACe template:

Initial configuration: $50/hour × 0.3 hours = $15 (one time)
Monthly supervision: $25/hour × 2 hours = $50
Heptora subscription cost: (included in plan)
Monthly cost: $50
Annual cost: $600

Savings:

First year: $7,500 - $600 - $15 = $6,885
Following years: $7,500 - $600 = $6,900/year
ROI: 1,148% in the first year

In addition to direct economic savings:

Zero data entry errors
Invoices sent same day of issuance (faster collections)
Staff freed for higher value tasks
Complete traceability and automated auditing

How Templates Work Internally

Template Architecture

Although you don’t need to understand technical details to use a template, knowing how it works can help you appreciate its value:

1. Abstraction Layer

Templates provide a simple interface over technical complexity:

Your Simple Configuration
       ↓
[Credentials]
[Folders]
[Notifications]
       ↓
Heptora Template (handles complexity)
       ↓
- Website navigation
- Authentication handling
- Session management
- Data extraction
- Form validation
- Error handling
- Intelligent retries
- Detailed logging
       ↓
Result: Working Automation

2. Technologies Used

Templates use multiple technologies depending on the case:

Intelligent web scraping: For sites with web interface
API integration: When available
Browser automation: For complex processes with JavaScript
OCR: To read confirmations in image format
AI validation: To verify expected results

3. Robust Error Handling

Templates include sophisticated error handling logic:

Intelligent retries: If site is slow, waits and retries
Alternative routes: If one flow fails, tries a different route
Change detection: Identifies if website has changed its structure
Contextual notifications: Clearly explains what went wrong and how to fix it
Partial recovery: If processing 10 items and the 7th fails, saves progress

Automatic Updates

One of the biggest advantages of templates is automatic maintenance:

What happens when a website changes?

Automatic detection: Heptora systems continuously monitor target sites
Change analysis: Identifies what changed in structure or flow
Template update: Heptora team updates the template
Automatic deployment: New version deploys automatically
Validation: Tests run to confirm everything works
Optional notification: If there are significant changes, you receive notice

For you, this process is completely transparent. Your process continues working without interruptions or action required on your part.

Comparison with custom development:

Event	With Own Development	With Heptora Template
Target web changes structure	Your process breaks	Keeps working
Detect problem	After production failures	Proactively, before impact
Resolution time	Days to weeks	Hours (and transparent to you)
Correction cost	$500 - $3,000 per incident	$0 - Included
Business risk	High - process stopped	Minimal - continuity guaranteed

Template Customization

Customization Levels

Templates are flexible and allow various adaptation levels:

Level 1: Basic Configuration (No programming)

What all users can do without technical knowledge:

Credentials and access: Your own usernames/passwords
Folders and paths: Where it reads and saves files
Notifications: Who receives alerts and when
Scheduling: When and how often it executes
Basic filters: What items to process (by date, amount, type, etc.)

Example:

FACe Template Configuration for your company:

Credentials:
- Certificate: MyCompany_2025.pfx
- Password: [secret]

Folders:
- Input: \\server\invoices\to_send\
- Processed: \\server\invoices\sent\
- Errors: \\server\invoices\errors\

Notifications:
- Email: finance@mycompany.com
- Include daily report: Yes
- Alert only errors: No

Scheduling:
- Frequency: Every 1 hour
- Schedule: 8:00 AM - 8:00 PM
- Days: Monday to Friday

Level 2: Advanced Configuration (Advanced user)

For users who want more control:

Custom validation rules: Define which invoices are sent automatically
Data transformation: Map fields from your system to required format
Conditional flows: Different behaviors based on conditions
Integrations: Connect with other systems (ERP, CRM, etc.)
Custom reports: Define which metrics and visualizations you need

Example:

Custom rule for FACe:

IF invoice_amount > 10,000€
  THEN:
    - Send email to financial_director for approval
    - Wait for manual confirmation
    - Then proceed with submission
  ELSE:
    - Send automatically without approval

IF client.type == "new"
  THEN:
    - Additional client data validation
    - Notify responsible salesperson

Level 3: Code Extension (Developer)

For very specific needs, you can extend templates with Python:

Pre-processing: Complex transformations before using template
Post-processing: Additional actions after completing template
Complex integrations: Connection with proprietary APIs
Unique business logic: Very specific rules for your organization

Example:

# Pre-processing before sending to FACe
def prepare_invoice(invoice_xml):
    # Your custom logic
    invoice = read_xml(invoice_xml)

    # Enrich with data from your ERP
    client_data = query_erp(invoice.client_id)
    invoice.add_data(client_data)

    # Custom validation
    if not validate_internal_rules(invoice):
        raise ValidationError("Invoice doesn't meet internal rules")

    return invoice

# Integrate into template process
face_template.before_send = prepare_invoice

When to Customize vs When to Use As-Is

Use template without customization if:

Standard flow meets your needs
You can adapt your data to expected format
You don’t have unique regulatory requirements

Customize level 1-2 if:

You need integrations with your systems
You have internal approval processes
You want specific reports or notifications
You handle multiple process variants

Customize level 3 (with code) if:

You have very complex data transformations
You need integrations with proprietary systems
Your process includes very specific business logic
You want to add capabilities not included in template

Consider custom development if:

Template covers less than 50% of your needs
Your requirements are completely unique
You need total control over every aspect of the process

Best Practices with Templates

Before Implementation

1. Evaluate current process

Before automating, understand the manual process:

Document current process step by step
Identify pain points and bottlenecks
Measure current times and costs to compare later
Identify variations and special cases
Determine what should be automated and what requires human intervention

2. Validate prerequisites

Make sure you have everything necessary:

✓ Valid access credentials
✓ Necessary system permissions
✓ Data in correct format or system
✓ Adequate technical infrastructure (robot installed and configured)
✓ Defined approval processes if necessary

3. Plan implementation

A simple but effective plan:

Define a project owner
Establish realistic target date
Plan configuration and testing sessions
Prepare representative test data
Define clear success criteria

4. Prepare your team

Technology is only part of the change:

Communicate change in advance
Explain benefits for each role
Provide basic training if needed
Designate “ambassadors” who can help others
Establish channel for questions and feedback

During Configuration

1. Start simple

Don’t try to automate everything the first day:

Configure basic flow first
Use default configurations initially
Validate process works end-to-end
Then add customizations progressively

2. Use test data

Never configure and test directly with production data:

Create varied test data set
Include normal cases and edge cases
Use test environment of target system if available
Validate each aspect before moving to production

3. Document your configuration

Although template is documented, record your decisions:

Why you chose certain configuration options
What customizations you added and why
Credentials and where they’re stored
Relevant contacts (vendors, support, etc.)

After Deployment

1. Monitor actively at start

First weeks are critical:

Review process results daily
Verify notifications arrive correctly
Compare results with manual process
Identify and document any unexpected behavior
Keep manual process in parallel first weeks as backup

2. Optimize progressively

Once basic process is stable:

Identify opportunities to automate additional steps
Adjust schedules based on actual patterns
Refine validation rules according to real cases found
Improve notifications to reduce noise
Expand integrations with other systems

3. Measure and communicate results

Demonstrate automation value:

Time saved (hours/month)
Error reduction (%)
Process speed (cycle time)
Economic savings ($/month)
Satisfaction improvement (surveys)
ROI achieved

Results report example:

FACe Template Results - First Quarter

Invoices processed: 287
Success rate: 98.3% (282 sent correctly)
Average time per invoice: 2 minutes (vs 15 minutes manual)

Time savings:
- Time invested: 9.6 hours (287 × 2 min)
- Time it would have taken: 71.75 hours (287 × 15 min)
- Savings: 62.15 hours ($1,554 at $25/hour)

Qualitative improvements:
- Zero data entry errors
- 100% of invoices sent within 24h of issuance
- Complete visibility of all invoice statuses
- 90% reduction in invoice status inquiries

ROI: First quarter savings already cover initial investment

Continuous Maintenance

1. Periodic reviews

Although technical maintenance is automatic, periodically review:

Are configurations still correct? (e.g., staff changes)
Have process requirements changed?
Are there new automation opportunities?
Is everyone satisfied with how it works?

Recommended frequency: Quarterly for critical processes, semi-annually for others

2. Credential management

Credentials have lifecycle:

Renew passwords according to security policies
Update certificates before they expire
Revoke access from staff who no longer need it
Document who has access to what

3. Leverage new features

Heptora continuously adds new capabilities:

Review template update notes
Evaluate if new features are useful for you
Participate in community to learn from other users
Share your own success cases and learnings

Troubleshooting

Template Doesn’t Appear in Catalog

Possible causes:

Your plan doesn’t include access to that template
Template is in beta version and requires manual activation
Search filters too restrictive

Solution:

Verify your subscription plan in Settings > Plan
Clear search filters in catalog
Contact support to confirm availability
If it’s a beta template, request early access

Credential Configuration Error

Possible causes:

Incorrect credentials
Expired or invalid certificate
Lack of permissions in target system
Incorrect credential format

Solution:

Verify credentials by manually accessing target system
If using certificate, check expiration date
Confirm user has necessary permissions
Review template documentation on credential format
Use “Test connection” function if available

Process Fails Repeatedly

Possible causes:

Target site has changed and template hasn’t been updated yet
Input data in incorrect format
Connectivity issues
Target system temporarily unavailable

Solution:

Review detailed process logs
Verify input data is correct
Try manually accessing target site
Check template’s last update date
Contact support including:
- Process logs
- Error screenshots
- Sample data (without sensitive information)

Incorrect or Incomplete Results

Possible causes:

Incorrect data mapping configuration
Validation rules too restrictive or lax
Special cases not contemplated
Inconsistent input data format

Solution:

Run process in debug mode to see step by step
Compare input and output to identify where information is lost or poorly transformed
Review field mapping configuration
Adjust validation rules as needed
Document special cases for future reference

Very Slow Process

Possible causes:

Data volume larger than expected
Target site with slow response times
Very conservative timeout configuration
Multiple processes running simultaneously

Solution:

Measure times of each process step
Identify bottleneck
For slow sites, schedule executions during off-peak hours
Adjust timeouts if too high
Distribute executions over wider windows
Consider processing in smaller batches

Frequently Asked Questions

Can I use a template to automate a similar but different site?

It depends on how similar it is. Templates are optimized for specific sites. If the site is very similar (e.g., different insurance companies with identical portals), it may work with minor adjustments. If significantly different, it’s better to request a new template or consider custom development.

What happens if I need to temporarily pause a template?

You can easily deactivate any process from the control panel. Configuration remains intact and you can reactivate it whenever you want without needing to reconfigure.

Do templates consume my credits/execution limits?

Yes, templates count as normal processes for your plan limits. Each execution consumes according to execution time and resources used.

Can I export a configured template to use in another environment?

Yes, you can export a template configuration to import in another robot or environment. This is useful for having separate development, testing and production environments.

How frequently are templates updated?

Templates are monitored continuously. When we detect a change in target site, update is typically available within 24-48 hours. For minor changes, it can be even faster.

Can I suggest new templates for the catalog?

Absolutely! Heptora prioritizes templates according to user demand. You can suggest new templates from the catalog or by contacting support directly. If many users request the same template, its development will be prioritized.

Do templates work with old versions of websites?

Templates always point to current version of site. If a site maintains a legacy version in parallel, let us know and we’ll evaluate creating a specific template for that version if there’s sufficient demand.

You can share how you configured the template (documentation, decisions, best practices) but not credentials or specific data from your company. Technical configuration (without secrets) can be exported and shared.

Need More Help?

If this guide didn’t solve your problem or you found an error in the documentation:

Technical support: help@heptora.com
Template catalog: Access from Heptora web application
User community: Share experiences and learn from others
Clearly describe which template you’re using
Include details of your configuration (without sensitive data)
Attach screenshots if possible
Indicate which documentation step you followed

Our support team specialized in templates will help you get your automation up and running quickly.

Robot Installation - Set up your robot before using templates
Secrets Management - How to securely store credentials
Process Scheduler - How to schedule your template executions
AI Assistants - Use AI to customize templates
Hybrid Architecture - Understand where templates execute
Automation Best Practices - Guides for effective automations (coming soon)

Process Templates

Overview

Why Use Process Templates?

Available Template Catalog

FACe (Spanish Public Administration Electronic Invoice Portal)

FACe Template Capabilities

FACe Template Configuration

Real Use Cases

Mutua - Vehicle Repair Invoice Upload

Mutua Template Capabilities

Mutua Template Configuration

Measurable Benefits

[Other Catalog Templates]

Templates vs Custom Development Advantages

Implementation Comparison

ROI Calculation: FACe Example

How Templates Work Internally

Template Architecture

Automatic Updates

Template Customization

Customization Levels

Level 1: Basic Configuration (No programming)

Level 2: Advanced Configuration (Advanced user)

Level 3: Code Extension (Developer)

When to Customize vs When to Use As-Is

Best Practices with Templates

Before Implementation

During Configuration

After Deployment

Continuous Maintenance

Troubleshooting

Template Doesn’t Appear in Catalog

Credential Configuration Error

Process Fails Repeatedly

Incorrect or Incomplete Results

Very Slow Process

Frequently Asked Questions

Can I use a template to automate a similar but different site?

What happens if I need to temporarily pause a template?

Do templates consume my credits/execution limits?

Can I export a configured template to use in another environment?

How frequently are templates updated?

Can I suggest new templates for the catalog?

Do templates work with old versions of websites?

Can I share my template configuration with other companies?

Need More Help?

Related Resources