Questions we get asked

No. OCR turns an image into text. Extraction works out which text is the vendor, the total or a line item, and puts it into fields. OCR is one input, mostly needed for scans and photos.

About 30 seconds per invoice with InvoiceJet. Keying one in by hand usually takes 3 to 5 minutes.

Yes. InvoiceJet splits a batch PDF into one record per invoice, so each bill gets its own fields.

PDF, JPEG, PNG, HEIC and HTML up to 15 MB, by upload, email forwarding or the REST API.

Yes, including HEIC photos from an iPhone. Each field still gets a confidence level, so you can see where the photo caused doubt.

No. OCR produces text with no idea which number is the total or whether it was read correctly. You need extraction and checks on top.

Usually not. A PDF generated by billing software already contains selectable text. OCR matters for scans and photos.

Yes. Email forwarding needs no code. Set a rule in your inbox to forward bills to your InvoiceJet address and attachments are extracted as they arrive.

PDF, JPEG, PNG, HEIC and HTML up to 15 MB. Scans and phone photos go through OCR first.

Two models must agree and the math must hold (line items sum to the subtotal, subtotal plus tax equals the total) before a field is marked high confidence. Anything less certain goes to review with its source shown.

An exact match on vendor, invoice number and amount with an invoice already in your account. The newer one is flagged as a possible duplicate and isn't marked verified until you resolve it.

Ask the vendor for a refund, or for a credit memo applied to your next invoice. Send them both invoice numbers and the payment dates so they can find it quickly.

Calendar days, unless the invoice says business days. If you're unsure, pay by the earlier date.

Net 30 gives you 30 days from the invoice date. Due on receipt means payment is expected as soon as the invoice arrives.

No. It handles the invoice side: checked line items and totals you can export as CSV or JSON, or receive by webhook, and compare against your PO and receiving data.

Two-way matching compares the invoice with the purchase order. Three-way adds the receiving report, so it also confirms the goods arrived.

No. A PO authorizes the purchase. Payment follows once the invoice arrives, matches the PO and is approved.

Yes. Plenty of small purchases and services are billed with no PO. Some buyers require one above a set amount and send non-PO invoices for extra approval.

It's built for invoices, the documents that ask for payment. Its checks and due-date tracking are designed around bills you still owe, which a receipt isn't.

Usually, yes. It shows the payment happened. An invoice alone only shows an amount was billed. Check what your tax authority accepts.

Accounts payable is what you owe suppliers. Accounts receivable is what customers owe you.

AP is a liability, so it normally carries a credit balance. Recording a bill credits AP. Paying it debits AP.

Under current liabilities, since supplier bills are normally due within a year.

No. A refund returns money. A credit memo reduces what you owe. A vendor may refund a leftover credit later if you ask.

The seller issues a credit memo to reduce what you owe. The buyer raises a debit note to ask for that reduction. They often describe the same adjustment from opposite sides.

No. You can run capture and organizing on their own and export CSV or JSON when you want the data in accounting software.

At least as long as your tax authority requires. In the US the IRS guidance is generally three years, and longer in some situations. Check the IRS page linked below or ask your accountant.

Give each entity its own tag and filter or export by tag. Better still, use a separate card and email address for business purchases.

Yes. Anyone you share it with can email invoices to it, and they're extracted the same way.

Invoices past your limit are held until you upgrade or your quota resets on the 1st.

Yes. A scanned PDF or a phone photo is read through OCR and extracted like any other invoice.

Usually not. You pay against the final invoice. Some sellers ask for prepayment based on the pro forma, in which case you book the payment as a deposit and apply it when the final invoice arrives.

A quote is a price offer. A pro forma is laid out like a real invoice, with quantities, terms and totals, and usually follows an agreed order.

No. Tax is reclaimed against the final commercial or tax invoice.

No. It's a courtesy, but a useful one, and some large suppliers ask for it.

The payer sends remittance advice to say what a payment covers. The supplier issues a receipt to confirm they got the money.

No. They approve or reject from the email.

Yes. The decision and the approver's email address are recorded on the invoice.

Yes. There's no separate .xlsx export. Use Data, then From Text/CSV, so Excel doesn't strip leading zeros from invoice numbers.

No. InvoiceJet produces CSV files in their bill import layouts, which you upload through each product's own import screen.

Yes. Signed webhooks fire as invoices complete, and the REST API lets you pull invoice data on your own schedule.

It shouldn't. The aim is to keep people off the invoices that are clearly fine and put their attention on the ones that aren't.

Free for 10 invoices a month. Pro is $29 a month for 200 invoices and Business is $99 a month for 1,000. Yearly billing gives two months free.

Three-way for physical goods, two-way for services. Many small teams use both and decide per vendor.

It catches an invoice that charges more than the PO in quantity or price. It can't confirm delivery, since no receiving record is involved.

Usually, if the cash is available. The annualized return is about 37 percent.

Not by the terms. Some vendors allow it anyway, but ask first. Deducting a discount you didn't earn is a common cause of short-payment disputes.

Not with email approvals. They approve or reject from the message.

The person who owns the budget for that spend, usually a manager or the owner. Whoever enters the invoice shouldn't be the one approving it.

No. Account assignment stays with you. InvoiceJet provides the checked fields and tags you code from.

The number or name of a general ledger account, such as rent, software or travel. Coding an invoice means picking the right one.

A department, location or team that spend is charged to. It's often coded alongside the GL account so reports can show costs by area as well as by category.

Matching checks one invoice against its PO or receipt before payment. Reconciliation checks a whole account, or a whole period, against a vendor statement or bank record.

Monthly for most small businesses. Weekly if you process a lot of payables, so problems surface while people still remember the details.

No. It works on documents: PDFs, images, HTML and forwarded emails. It doesn't connect to e-invoicing networks.

UBL and country-specific standards are common, often exchanged over networks such as Peppol. The format depends on the country and its tax rules.

Not always. A tax invoice must show tax detail and, in many countries, the seller's registration number. A plain invoice may not.

A shorter form some countries allow for low-value sales, with fewer required fields. The threshold depends on the country.

The buyer. The supplier usually replies with a credit note.

Not formally. Most suppliers confirm the reduction with a credit note before it shows on your account.

It depends on your vendors and how documents arrive. Clean PDFs from billing software usually pass. Phone photos and messy scans more often need a look. We don't publish a rate.

No. Uncertain invoices still go to a person. Touchless just means people stop re-checking the ones that are clearly fine.

Not usefully. Excel reads tables, not document layouts. Power Query can pull some tables out of digital PDFs, but it can't read scans or photos, and it doesn't check the numbers.

No. It exports CSV, which Excel opens directly. Save as .xlsx from Excel if you need to.

Yes. The line-item export gives each line its own row, with the bill number, vendor and dates repeated on every row.

No. Exports are CSV and JSON.

A Node SDK, CLI and MCP server are coming soon. Today you call the REST API directly.

CSV and JSON exports are already plain text. Save either with a .txt extension if you need to.

Yes. Plain-text exports work with grep, diff and version control like any other text file.

No. Use CSV import, or a webhook with Apps Script.

Yes. One export holds as many invoices as you filter to, and each becomes its own row.

Yes. The line-item CSV gives one row per line, and the JSON export nests a line_items array inside each invoice.

It lowers labor when clean invoices skip review, and it lowers error costs when duplicates and overdue bills are caught. Uncertain invoices still need a person.

Rarely worth it for a small business. A threshold keeps routine spend moving while larger commitments get a PO.

An invoice that arrived but was never entered, often because it went to someone's personal inbox.

Bills for services never ordered, and vendor impersonation emails asking to change bank details. The FTC's small business guide, linked below, covers both.

Either side. A supplier short on cash may offer one. A buyer with spare cash may ask for one.

Neither on its own. It's healthy if it reflects negotiated terms. It's a warning sign if it reflects late payments.

Net 30 is what the terms allow. DPO is what actually happens. A DPO well above your average terms usually means bills are being paid late.

Yes. Both terms describe the buyer's record of what was delivered.

Usually not. Services are checked with two-way matching, the invoice against the PO or contract.

Forms, contracts, ID documents and loan paperwork. Invoices are a common starting point because the data feeds straight into payments.

At invoice entry and approval. Bills wait in inboxes to be keyed, then wait again for someone to sign off.

Not until the vendor confirms it. Short-paying on a guess starts a dispute and a second round of corrections.

No. It captures the amount and currency as printed. You apply the exchange rate.

No. You only need one if you want to separate pages yourself.

No. If the vendor's email was hacked, the request will come from the real address. Call to confirm.

Then the call confirms it in two minutes. A genuine change survives a call-back. Only fraud needs you to skip it.

Forwarded invoices keep arriving and get extracted while you're out. The Monday email tells you what's due when you're back. For approvals, name someone who can sign off on urgent bills while you're away.

No. It exports CSV files in their import layouts. Developers can also use the REST API and webhooks to build their own sync.

It can if you import the same period twice. Export each period once, or filter by date so a re-import only includes new bills.

Monthly, alongside vendor statement reconciliation, so a missing bill turns up before it becomes a late fee.

For anything that might be an asset rather than an expense (equipment, a vehicle, a large software license) and once a year to review your chart of accounts.

A flat, well-lit photo reads nearly as well. Glare, steep angles and low light cause most misreads.

Usually because the bill wasn't in front of anyone before it was due. It's a visibility problem more than a cash problem.

Yes. Set or change the tag during review if a bill reached the wrong address.

No. Each InvoiceJet account is for one user. Clients send bills in by email, and you share exports with them.

No. It gives you checked line items to compare against your PO and delivery records. The match itself stays with you.

No. InvoiceJet accounts are single-user. Account leads take part through email approvals.

A single invoice gets one tag. If a vendor bills several units on one invoice, ask for separate invoices per property, or split the cost when you prepare the owner statements.

It captures line items with unit prices on every invoice, so you can export them and compare. It doesn't send price-change alerts.

Through CSV and JSON exports, signed webhooks and the REST API. There are no direct integrations with ecommerce or accounting platforms.

Documents are encrypted in transit, stored privately per account, and processed only by AI providers under policies that prohibit training on your data. You can export or delete everything yourself. InvoiceJet isn't HIPAA certified, so don't send it documents containing patient information.

Yes. Set or change the tag during review.

No. It reads and checks the invoice itself. Comparing billed rates with your rate confirmations stays with you or your TMS.

Invoices past your limit are held until you upgrade or your quota resets on the 1st.

No. It extracts and checks the invoice. You compare it with the PO in your own system or spreadsheet.

Invoices past your limit are held until you upgrade or your quota resets on the 1st. You can change plans from Settings at any time.

No. InvoiceJet accounts are single-user. Site managers send invoices by email and can approve bills from an email request.

No. It gives you checked invoice data with due dates and paid status. You build the forecast or ratio from the export.

No. Accounts are single-user. Clients send invoices by email, and you share exports with them.

Pro covers 200 invoices a month and Business covers 1,000. Above 1,000, email support@invoicejet.ai.

Same product. Field service work is many short jobs with parts from the same few supply houses, so per-job tags and photo capture matter most.

No. Every reader is unsure about some fields. Showing it lets you fix the few that matter. Without it, every field looks equally certain and you find the error at reconciliation.

When two independent models must agree, one model's misread doesn't go through unnoticed. Agreement plus a math check on the totals is what lets a field pass without a person looking at it.

When you need to automate many document types beyond invoices in one platform.

Flat monthly plans by invoice volume: free for 10 a month, $29 for 200 and $99 for 1,000. Every feature is on every plan. Compare that with your own volume and their current pricing.

When you have engineers and you are building document extraction into your own product.

Yes. A REST API with signed webhooks, idempotent creates and read-only key scopes. You don't need it, though. Email forwarding works with no code.

For a large accounts payable operation that needs workflows configured around an ERP and has the time for an implementation.