Capture an invoice

Use this guide to get a supplier document into the review queue. It covers the three ways to add a file, what happens after, and what to do when something is blocked.

Before you start: you need a login with access to the outlet the invoice belongs to. Uploading does not need a second factor.

Add a file

1. Open Inbox (or Money › Finance › Accounts payable › Upload / scan).
2. Click Add documents.
3. Choose one:

Option	Use it when
Upload a file	You have a PDF, JPEG, PNG or WebP on the device
Use camera	You are holding the paper invoice; the camera opens on a phone or tablet
Save for later upload	The connection is poor; the capture is kept on the device and uploaded later

A banner confirms the file was added.

What happens next

1. The file is fingerprinted and compared with what you already have. A repeat is stopped as a duplicate.
2. The file is uploaded to storage and scanned for viruses.
3. The AI reads it and drafts the fields.
4. The document appears in the Review list as Needs review.

The status pill at the top of the Inbox shows Synced when nothing is waiting.

Upload captures saved for later

When you saved captures offline, a pill shows how many are waiting. Click Upload N waiting now once you are back on a good connection. Captures also upload on their own when the connection returns.

If the upload is blocked as a duplicate

The message names the existing document. Open it to check. If your file really is a new invoice, choose Upload anyway; the override is recorded with your name.

If the file fails the scan

The document moves to the Blocked list and cannot be previewed or downloaded. See Handle a blocked file.

Tips for a clean read

• Photograph the whole page, flat, in good light, without a thumb over the total.
• One document per capture. Multi-page invoices can be captured page by page and grouped in review.
• Printed invoices read best. For handwritten delivery notes, expect to type more.

Related

• Review and approve an invoice
• Map supplier name aliases