---
title: Capture an invoice
description: Add a supplier invoice by upload, camera or save-for-later, and understand scanning, duplicates and the offline queue.
order: 1
updated: 2026-09-16
keywords: invoice, upload, camera, offline, duplicate, scan
---

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](/docs/how-to/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](/docs/how-to/review-and-approve-an-invoice)
- [Map supplier name aliases](/docs/how-to/map-supplier-aliases)