Scanned bills and receipts become drafts

What moves

Supplier, VAT number, dates, totals and lines that Documents read from a scanned invoice or receipt reach Accounting as a draft bill or expense line, only when a person picks that document.

Before you start

• Documents and Accounting in your plan
• Automatic reading of uploads switched on in Documents settings
• A PDF or image of the invoice, with an AI provider available to read it
• Reading invoices from scans switched on in Accounting
• Document Management and Accounting in your plan
• Document reading switched on for the company

Step by step

1. Accounts payable clerkDocument Management

   Uploads the scanned supplier invoice into a workspace.

   You see:The file is stored and, with automatic reading on, queued to be read.

2. SystemDocument Management

   Picks an invoice type from the file name and keeps the supplier, VAT number, invoice number, dates, totals and lines next to the file.

   You see:The fields are marked as advice, not as accounting data.

3. Accounts payable clerkAccounting & E-Invoicing

   Chooses New from document on Payables and picks the scanned invoice.

   You see:A draft vendor bill is created and flagged as needing verification.

4. Accounts payable clerkAccounting & E-Invoicing

   Compares the draft with the document, corrects anything wrong and marks it verified.

   You see:Only now can the bill be submitted; before that, submission is refused.

5. SystemAccounting & E-Invoicing

   Recalculates the totals itself and refuses a draft whose supplier or total is missing.

   You see:Nothing is invented and nothing is submitted automatically.

Related

• Accounting & E-Invoicing
• Document Management
• Scanned invoices and charts become records you review
• Stock movements, purchase orders and bills line up
• Subscription invoices are billed through accounting
• An employee's expense claim is approved and paid
• The month is closed and locked
• Connections between modules