Working with Invoices

AI Finance Team processes invoices automatically — extracting key data, identifying partners, and suggesting categories. This article explains how to view, review, edit, and export invoice data.

Uploading invoices

Click Upload invoices in the top-right corner of the Invoices page, or drag one or more files (PDFs, JPEGs, PNGs, WebP, or HEIC) directly onto the page. You can upload one invoice at a time, many at once, or a .zip archive of invoices — the browser unpacks the archive and queues each file individually.

A progress panel appears in the bottom-right corner showing each file as it uploads and extracts. You can keep working — the panel stays in view while you navigate, and refreshing the page won't interrupt anything in flight.

For the full upload mechanics — drag-and-drop, multi-file selection, ZIP archives, retrying failed extractions — see Uploading Files.

Duplicate detection

When you upload a file whose contents match an invoice that's already in the workspace, AI Finance Team detects this automatically (via the file's SHA-256 hash) and links the new upload to the existing record instead of re-extracting. The row in the upload panel shows Already exists in blue — click it to jump straight to the original invoice.

If you want to keep both as distinct invoices (rare, but happens when a vendor reuses a PDF for two different bills), an accountant can clear the duplicate flag from the invoice detail page.

The Invoice List

From the workspace sidebar, click Invoices to see all invoices in the workspace. Each row shows:

• Invoice number — the number extracted from the document
• Date — the issue date
• Partner — the other party on the invoice (supplier or customer)
• Direction — whether it is income (you are the seller) or an expense (you are the buyer)
• Amount — the gross total in the invoice currency; if a base-currency conversion exists, the converted amount appears below in smaller text. See Multi-Currency & Exchange Rates for details on FX status badges and how rates are sourced.
• Status — the extraction status (Pending, Processing, Completed, or Failed)
• Cat. — a small icon if the line items need categorisation review or if categorisation failed

Invoices flagged as Duplicate or Review carry a badge next to the invoice number. Invoices without an assigned entity carry an Entity needed badge.

Previewing an Invoice

Click the eye icon at the end of any row to open a preview drawer on the right side of the screen. The drawer shows the original PDF document without leaving the list page.

Keyboard shortcuts in the preview drawer:

You can also use the ← and → buttons in the drawer header, or click Open editor → to go directly to the invoice detail page.

To open the preview without using the mouse, focus a row with the keyboard and press Space.

The Invoice Detail Page

Click any invoice number to open its detail page. This page shows all extracted data in a structured read-only view alongside the original PDF.

The page is divided into sections:

• Header — invoice number, issue date, due date, delivery date, currency, and direction
• Parties — seller name and tax ID, buyer name and tax ID
• Amounts — net total, VAT total, and gross total
• Line items — a table with each line: description, quantity, unit price, net amount, VAT rate, gross amount, and assigned category
• Audit log — a record of every manual change made to this invoice, with the field changed, the old value, the new value, and who made the change

Editing an Invoice

To correct extracted data, click Edit in the top-right corner of the invoice detail page. This opens the full-screen editing overlay.

The editor shows the original PDF on the left and an editable form on the right. Every field in the form is clickable:

• Header fields (invoice number, dates, currency, direction) — click the value to edit it in place. Press Enter or click away to save. Changes are saved individually and immediately — there is no Save button for the whole form.
• Party fields (seller/buyer name and tax ID) — same click-to-edit behaviour.
• Amount fields (net, VAT, gross) — same click-to-edit behaviour.

Hover to Highlight

When you hover over a field in the editor, the corresponding value is highlighted in the PDF on the left. This makes it easy to verify extracted data against the source document, especially when a value looks suspicious.

Hover over a line item description to highlight that text in the PDF. The highlight uses a yellow overlay directly on the PDF text layer — it does not modify the document.

Editing Line Items

The line items table in the editor is fully editable. For each line:

• Click any cell (description, quantity, unit price, VAT rate, or category) to edit it
• Changes save as soon as you click away
• The net amount and gross amount columns are calculated automatically — they are read-only

To add a line item, click Add line below the table. To remove one, click the × at the end of the row.

Reverting a Field

If you edited a field and want to restore the original value extracted from the document, click the ↩ revert icon that appears next to the field while it is being edited. This restores the AI-extracted value.

Closing the Editor

Press Esc or click the × button in the top-right corner to close the editor and return to the read-only detail view.

You can also open the editor with the E keyboard shortcut when you are on the detail page and no input field is focused.

Downloading an Invoice

Use the Download button on the invoice detail page to export the invoice. Click the button to download the original PDF immediately, or click the ▾ arrow to choose a format:

All downloads are named after the invoice number (or the original file name for PDF). XLSX, CSV, and JSON use the structured data from the platform — they reflect any manual corrections you have made.

The Audit Log

Every manual edit is recorded in the audit log at the bottom of the invoice detail page. Each entry shows:

• The field that was changed
• The previous value
• The new value
• Who made the change and when

The audit log is read-only. It cannot be cleared or edited.

Understanding Extraction Status

A Completed status does not mean the data is correct — it means the AI produced a result. Always review invoices with a Review badge, as these are cases where the AI confidence was below the threshold.

Tips

• Keep entity records up to date. The AI uses entity names, tax IDs, and alternative names to identify partners. If a supplier appears as unknown, add them to Master Data → Entities with their correct name and tax ID.
• Use the preview drawer to check documents quickly without navigating away from the list. Navigate the full list with ← and → to triage a batch of invoices efficiently.
• Download as XLSX if you need to share structured invoice data with a colleague who works in Excel — the two-sheet format keeps summary and line items separate.
• Download as JSON for integrations — the structured output matches the fields used internally and can be consumed directly by most accounting connectors.