Working with Invoices

AI Finance Team reads every invoice for you: it extracts the data, works out which of your companies the invoice belongs to and whether it is income or an expense, finds the partner, and suggests categories and VAT codes. This article explains how invoices arrive, how to find and check them, and how to correct, reject and download them.

How invoices arrive

• Upload: on the Invoices page, click Upload invoices in the top-right corner, or drop files anywhere on the page: PDF, JPEG, PNG, WebP or HEIC (iPhone photos, converted to JPEG before upload), up to 50 MB each, or a .zip archive, which the browser unpacks and queues file by file. A progress panel in the bottom-right corner follows each file. Once a file has uploaded, its extraction keeps going even if you leave or reload the page; a file that is still uploading from your browser is lost on reload. See Uploading Files.
• Email: forward invoices to the workspace's address. See Forwarding Documents by Email.
• NAV Online Számla (Hungary): invoices reported to NAV arrive by themselves, without a PDF. See NAV Online Számla.

What happens next

Claude reads the invoice and extracts the header, the parties, the amounts and the line items. AI Finance Team then works out which of your companies is on the invoice: if your company is the seller, the invoice is income; if it is the buyer, it is an expense. It finds the partner, suggests a category for each line and the VAT codes, and writes a one-line summary. Categories are suggested once the direction is known. See Categorising Invoices & Transactions and VAT Codes on Invoices.

Duplicates

When you upload a file identical to one already in the workspace, AI Finance Team creates the invoice but marks it as a duplicate of the original and does not extract it again. The upload panel shows Already exists, and a click opens the original. After extraction, an invoice with the same invoice number, issue date, gross amount and currency as another one is marked a duplicate too.

Duplicates are hidden from the list: they appear as a related row you can expand under the original, and with the Duplicate filter on. If two invoices really are different (a supplier reused a PDF for two bills), open the duplicate and click Mark as not a duplicate on its banner.

The invoice list

1. Date, with AI Finance Team's own ID underneath when your workspace shows IDs. Click the ID to copy it.
2. Partner, with the invoice number underneath. A long name wraps onto a second line. A click anywhere on the row opens the invoice.
3. Labels: what the invoice needs comes first, where it came from (NAV, No PDF) last. Up to three pills show, and +N stands for the rest: never a label that needs action, and pointing at it lists what it stands for.
4. Amount: the gross total in the invoice currency, green with an up arrow for income, red with a down arrow for an expense.

Click Invoices in the sidebar. The list has these columns: Date (the issue date) with the ID under it (AI Finance Team's own number, when your workspace shows it; click to copy), Partner, Labels, Company (only when your workspace has more than one company: which of your companies the invoice belongs to, or a dash if AI Finance Team has not assigned it yet) and Amount. It shows 50 invoices per page and can be sorted by date, by ID (the second line of the date header) or by amount. An amber left edge marks an invoice that needs action. The list uses the full width of the window. In a narrow window it scrolls sideways, and the Amount column stays in view on the right.

The labels you meet most often:

Finding invoices

Search by invoice number, AI Finance Team ID, seller or buyer name, or partner. Above the list you can filter by date range, Company (when you have more than one), Direction, Source (NAV or uploaded), Payment and Approval, and switch on filter pills: Needs review, Unpaid, Company needed, FX pending, Duplicate, Rejected, No document, VAT codes incomplete and VAT: default-coded. Rejected invoices, duplicates and cancelled storno pairs stay hidden unless their pill is on. If you work in a focused period, the list follows it.

With permission to edit invoices you can tick rows and Re-categorize them, Re-run VAT coding, or Approve reviewed items.

The invoice page

Click an invoice to open its page. The top card shows the invoice number, badges such as Duplicate, Rejected, Needs review and Completeness, the payment status, and the facts AIFT id (AI Finance Team's own number for the invoice, always shown here; click to copy), Partner, Direction, Gross and Issued, with the Download and Edit buttons. Under it are the AI summary, which you can edit, and the To-do chips, for example a missing VAT code or a partner to verify.

The page has seven tabs:

• Overview: the Parties (seller and buyer, with your side marked), Amounts (net, VAT and gross, with the base-currency amounts where they differ) and Dates (issue, fulfilment, due, VAT and posting date), plus custom categories where they apply. Above the payment approval card sits an Approvals card listing the checkpoints this invoice passes - filing, bookkeeping and payment - each with its state and who decided it. It appears even where only payment approvals are switched on. See Filing and Bookkeeping Approval.
  • On the Parties card, clicking the partner's or your own company's tile (it shows Details) opens a side panel. For a partner you see the tax numbers, the bank accounts with their confirmation, the company register result and the rules set on it; for your company its identity, its bank accounts and the state of its NAV connection. The panel is read-only, so you can use it even if you cannot open the partner page. Edit on the partner page opens that page in the same tab, and its Back to invoice brings you back here, also after you switch tabs there. A partner that is not verified yet has no panel: its Verify partner button opens the partner picker instead.
• Lines & VAT: the line items with description and quantity, net, VAT rate, gross, category and VAT code. Where the workspace has custom category lists, each line's custom categories sit under the line and are set here.
• Document: the original file, or the NAV rendering for a NAV invoice. The small icon right after the tab's name opens the same document in a separate window, from any tab, so it can stay open beside the invoice, for example on a second screen. The next invoice's document loads into that same window.
• Attachments: supporting documents such as a performance certificate, a timesheet or a delivery note, to preview, download or add. See Invoice Attachments.
• Matching & payment: the bank transactions matched to the invoice. See Invoice Matching.
• Messages: the conversation about the invoice. See Messages.
• History: every change on a timeline, field by field with the old and the new value, who made it and when, together with extraction, matching and NAV events, the sends to Business Central and the HessynKettős exports. It can be filtered by person, and it cannot be edited.

Some things are corrected right on the page, such as the summary, the VAT and posting dates, the categories and the VAT codes.

Editing an invoice

Click Edit on the invoice page, or press E when no field is focused. You need the permission to edit invoices. The editor opens full screen, with the document on the left (on wide screens) and the form on the right:

• Assignment: whether you are the seller or the buyer (We are the seller · income or We are the buyer · expense), which of your companies it is, and the partner. The names and tax numbers printed on the invoice are not edited: you choose who the invoice belongs to.
• Invoice details: the invoice number, the currency, and the issue, due, fulfilment, VAT and posting dates.
• The net, VAT and gross totals.
• Line items: the description, net, gross and category of each line can be edited; the VAT rate is shown but not edited. You pick the category from a searchable list: type a name or a code to filter. Categories are listed by code, ascending, and the AI's suggestion, if there is one, sits at the top. Add row adds a line, and the bin icon removes one.

Click a value to edit it; it is saved when you press Enter or click away. There is no Save button. When you hover over a field, the value is highlighted in yellow in the PDF, so you can check it against the source. A field you changed shows a revert arrow on hover, which restores the value the AI extracted. Press Esc or click × to close the editor.

Rejecting an invoice

If an invoice does not belong to any of your companies, open the company choice on the invoice and click This invoice isn't for any of our companies, then give a reason. The invoice moves to the Rejected filter, matching suggestions for it are discarded, and existing matches are kept and flagged. Its banner offers Undo rejection. Invoices cannot be deleted.

Downloading an invoice

Click Download on the invoice page to get the original file, or the ▾ arrow to choose a format:

The files are named after the original file. XLSX, CSV and JSON are built from the current data, so they include your corrections; their column headers are in English. An invoice without a document file (for example from NAV) has no Download button.

Extraction and review

The upload panel shows each file as Queued, Uploading…, Extracting…, Extracted or Failed, with Retry for a failed one. While an invoice is still being read, its page shows the extraction state in the top card.

The Review label means the extraction scored below 80% for completeness: the invoice number, a date, a tax number, an amount or the line items are missing, or the totals do not add up. The invoice page shows the score as Completeness: N%. A failed extraction is labelled Review too. Check such invoices against the document and correct them in the editor.

Who can do what

Seeing the workspace's invoices needs the permission to view invoices and bank transactions. A member without it still sees the invoices they uploaded themselves, and any invoice routed to them for approval: four tabs instead of six, no labels, no payment status and no to-dos, with a note on the list saying only their own invoices are shown.

Editing, rejecting, marking or unmarking a duplicate, and the bulk actions all need the permission to edit invoices, which accountants hold by default; client users can view invoices, open the document and upload. See Roles and Permissions.

Tips

• Suppliers and customers are partners. If a supplier is not recognised, add or verify it under Master data, Partners. Companies are your own businesses. See Managing Partners.
• Use the History tab to see who changed what and when.
• Download as XLSX to share an invoice with a colleague who works in Excel: the summary and the lines stay on separate sheets.