Get invoices into Spend
Most invoices arrive on their own. You only upload or key the ones that come some other way.
How invoices arrive
Section titled “How invoices arrive”| Channel | What happens |
|---|---|
Suppliers send invoices to your AP mailbox. Spend reads the message and its attachments, including Outlook .msg files and zips. | |
| Supplier portal | Suppliers submit invoices against their POs, so the PO number and lines are already right. |
| EDI, cXML and UBL | Electronic invoices are parsed exactly, with no reading needed. |
| Peppol network | Enrolled suppliers send invoices from their own systems; Spend sends status responses back. |
| Upload | Paper mail scanned in the mailroom, or anything someone forwards to you. |
Upload files
Section titled “Upload files”- Open Invoices and choose Upload.
- Drop files on the window, or choose Choose files. PDFs, scans, phone photos (including HEIC), multi-page TIFFs, EDI, cXML, UBL, emails and zips are all accepted, up to 14 MB each.
- Spend reads each file and shows what it became: an invoice ready for matching, one that needs review, or another kind of document.
What capture does
Section titled “What capture does”For each document, Spend decides what it is (invoice, credit memo, statement, something else), detects the language, and reads the header and every line. Each value carries a confidence and the words on the page it came from.
- Confident, internally consistent invoices go straight to matching.
- Anything below the confidence threshold, or where the totals do not add up, goes to review with the reason.
- Documents your agency keeps away from the AI provider (for example, anything marked as BES Cyber System Information) are never sent to the model. They go to a person to enter by hand.
Open an invoice’s Document tab to see the extracted fields beside the page, or choose X-ray to see where on the page each value was found.
Enter an invoice by hand
Section titled “Enter an invoice by hand”Choose Enter invoice on Invoices. Pick the supplier, enter the number, dates and PO number (leave it blank for a non-PO bill), add the lines and save. It runs through the same matching, exception and approval rules as captured invoices.