Invoices

Invoice Processing

Invoices are processed with AI to extract the data. By default, we extract all this information for each invoice (if available):

• Invoice ID: The unique identifier for the invoice.
• Purchase Order Number: The purchase order number associated with the invoice.
• Payment: The payment information of the invoice.
• Items: The items listed in the invoice.
• Totals:
  • Subtotal
  • Tax Amount
  • Tax Rate
  • Category
  • Discount
  • Total
• Subscription: if the invoice is related to a subscription.
  • Is Recurring
  • Frequency
  • Next Billing Date
  • Variable Amount
• Vendor: The vendor information of the invoice (who issued the invoice).
  • Name
  • Contact Person
  • Email
  • Phone
  • Website
  • Address
  • City
  • State
  • Zip Code
  • Country
  • Country Code
  • Business ID
  • Bank Account Number
  • Tax ID
• Recipient: The recipient information of the invoice (who the invoice is issued to).
  • Name
  • Email
  • Address
  • Country Code
  • Tax ID

Displayed Information & Columns

The invoice list is presented in a table format. All invoices are by default displayed on the Invoices tab. The Excluded tab shows documents that were classified as not invoices.

Default Columns:

• Checkbox: Select invoices for bulk actions.
• Vendor: The company or individual that issued the invoice.
• Date: The date the invoice was issued or received.
• Amount: The total amount of the invoice, formatted according to your Settings.
• Attachment: A button to download the invoice PDF.
• Actions: A button to open the invoice preview and a dropdown button with multiple actions.

Optional Columns:

You can add or remove columns using the Column Selector dropdown located near the table header. These may not always be complete for all invoices.

• Due Date: The date the invoice is due.
• Invoice ID: The unique identifier for the invoice.
• PO Number: The purchase order number associated with the invoice.
• Vendor Name: The name of the supplier that issued the invoice.
• Vendor Email: The email address of the supplier that issued the invoice.
• Vendor Country: The country of the supplier that issued the invoice.
• Vendor Business ID: The business ID of the supplier that issued the invoice.
• Vendor Tax ID: The tax ID of the supplier that issued the invoice.
• Recipient Name: The name of the recipient that received the invoice.

Filtering and Sorting

You have several powerful options to narrow down the invoice list, typically accessed via a Filters dropdown near the search bar.

• Search Bar: Performs a debounced search across multiple fields (sender, recipient, vendor, invoice ID, amount, etc.) as you type, including the text inside the invoice PDF.
• Filters:
  • Tag Filter: Select one or more tags to show only invoices matching those tags. You can also use the - symbol to exclude invoices with a certain tag.
  • Email Sender Filter: Select a specific email that sent the invoice. This is collected from the email headers. Use - to exclude invoices from a specific email.
  • Email Recipient Filter (Sent To): Select a specific email that the invoice was sent to. If there were other emails on the CC or BCC fields, they will not show up here, only the ones in the To field. Use - to exclude invoices for a specific email.
  • Invoice Recipient Filter (Issued To): Select a specific recipient the invoice was issued to. This is extracted from inside the invoice. Use - to exclude invoices for a specific recipient.
• Date Range Picker: Select a start and end date to filter invoices within that period. You might use the predefined date ranges like Last month or Q1 or select a custom range by clicking a start and end date.
• Vendor Dropdown: Dropdown to show invoices only from specific issuer. Use the column title All Vendors to open the dropdown.
• Column Sorting: Click on sortable column headers (e.g., Date, Amount) to sort the list by that field in ascending or descending order. The current sort order is indicated by an arrow.

Invoice Actions (Individual)

For each invoice row, you can perform actions using multiple methods.

• Download: Download the original invoice file(s) by clicking on the attachment button.
• View/Preview: Open a modal to view the invoice PDF directly by clicking the eye icon. Extracted invoice information is displayed in the modal.
• Edit Fields: You can modify the extracted invoice information that appears in the table by clicking over the existing information. The only editable fields are the amount, the currency and the created date.
• Change Vendor: Manually change the vendor for an invoice by clicking over the existing vendor and selecting a new one from the dropdown. In the dropdown, existing vendors are listed, and you can also create a new vendor by clicking on the + New Vendor button.
• Other Actions: Click on the ··· button to open a dropdown with other actions.
  • Manage Tags: Add new tags or remove existing tags for categorization.
  • Manage Supporting Documents: Attach related files (e.g., receipts, contracts, proof of payment) to an invoice.
  • Move to Excluded: Move an invoice to the Excluded tab. Or Move to Invoices, if the invoice is in the Excluded tab. This action will also refund the credit used to process the invoice.
  • Delete: Permanently delete the invoice. This action is irreversible and won't refund the credit used to process the invoice.

Bulk Actions

Select multiple invoices using the checkboxes to perform actions on the selection simultaneously. Buttons for bulk actions appear at the bottom of the screen.

• Selection:
  • Check individual invoice boxes.
  • Use the header checkbox to select/deselect all invoices on the current page.
  • An option appears to "Select all X invoices" on the bulk actions section.
• Available Actions:
  • Bulk Assign Provider: Change the provider for all selected invoices using a dropdown.
  • Bulk Manage Tags: Add or remove tags from all selected invoices.
  • Bulk Delete: Delete all selected invoices.
  • Bulk Move to Excluded / Invoices: Move all selected invoices to the Excluded tab. Or Move to Invoices, if the invoices are in the Excluded tab.
• Bulk Download: Download all selected invoices as a ZIP archive or as a CSV file. If no invoices are selected, all invoices are included in the download. Downloading a ZIP file might take a while for a large number of invoices. For a CSV download, all extracted fields are included, not just the visible ones.

Invoice Credits

A successfully processed invoice consumes 1 credit, independently of its source.

Understanding the Progress Indicator

When GetInvoice is actively working in the background, you may see a progress indicator:

• Fetching: Checking connected accounts for new items.
• Processing: Analyzing documents, extracting data.
• Categorizing/Analyzing: Performing additional analysis (e.g., vendor identification).

This indicator keeps you informed. Once complete, new invoices appear, and the indicator disappears.

Adding Invoices Manually

You can add invoices that weren't automatically detected by clicking the Upload button. This will open a file browser where you can select PDF files from your computer. You can select up to 10 files at a time.