Straight answers on invoices
Invoice extraction and the accounts-payable basics. Each guide leads with the answer, then explains it.
How-to
How do you extract data from invoices automatically?
To extract invoice data automatically: send invoices to a tool by email, upload, or API; let it read and verify the fields; review only the fields it flags as uncertain; then export the structured data or push it onward by webhook.
Read the guideHow do you stop paying the same invoice twice?
You stop paying the same invoice twice by detecting duplicates before payment: match new invoices against ones you have already recorded by vendor, invoice number, and amount, and flag exact matches.
Read the guideHow do you organize invoices for a small business?
To organize small-business invoices: route them all to one inbox, capture each one as it arrives instead of at month end, verify the fields, tag by client or entity, track due dates in one view, and export clean records for the books.
Read the guideHow do you forward invoices in by email?
Every InvoiceJet account gets a private email ingest address.
Read the guideHow do you approve invoices without giving everyone a login?
To approve invoices without handing out logins, use email approvals: send the invoice to the approver, they click approve or reject in the email, and the record updates.
Read the guideHow do you export invoice data to CSV?
To export invoice data to CSV: filter to the invoices you want (by entity tag if you track per client or company), then export as CSV or JSON.
Read the guideHow do you use AI to convert invoices to Excel?
To convert invoices to Excel with AI: let the AI read each invoice and pull out the fields (vendor, dates, totals, tax, line items), export the result as CSV, then open that CSV in Excel, where it lands as one clean row per invoice.
Read the guideHow do you use AI to convert invoices to JSON?
To convert invoices to JSON with AI: send each invoice to the model, which extracts vendor, invoice number, dates, tax, totals, and line items into a structured object, then export or receive that JSON.
Read the guideHow do you use AI to convert invoices to a text file?
To convert invoices to a text file with AI: the model reads the invoice and pulls out the fields, then you export them as text, either a simple labelled list or a delimited file, since CSV and JSON are themselves plain text.
Read the guideHow do you use AI to convert invoices to Google Sheets?
To convert invoices to Google Sheets with AI: extract the fields from each invoice, export a CSV, then import it with File, Import, or keep it hands-off by pushing rows in through the API or a webhook.
Read the guideWhat do I do when an invoice total does not match the line items?
When an invoice's line items do not add up to the printed total, treat it as a hold, not a payment.
Read the guideHow do I handle invoices in a foreign currency?
To handle a foreign-currency invoice, first make sure the currency and amount are captured exactly as printed, including European number formats where the comma and period are swapped.
Read the guideHow do I split a PDF that contains several invoices?
A PDF that holds several invoices should become one record per invoice, not one long document.
Read the guideHow do I safely handle a vendor that changed their bank details?
Treat any change to a vendor's bank details as unverified until you confirm it through a channel you already trust.
Read the guideHow do I manage invoices when I am the only person in finance?
When you are the only person handling invoices, the goal is to touch each one as little as possible.
Read the guideHow do I get invoice data into QuickBooks or Xero without retyping it?
To get invoice data into QuickBooks or Xero without retyping, extract and verify the fields first, then export them as CSV or JSON and import that file into your accounting tool, or push the data through the API.
Read the guideHow do I find invoices that were never entered?
The fastest way to find invoices that were never entered is to reconcile against each vendor's statement, since the vendor's list of what you owe will include bills your records are missing.
Read the guideHow do I code invoices to the right accounts without an accountant?
You can code invoices to the right accounts without an accountant by keeping a short, consistent chart of accounts and coding each invoice on arrival while you still remember what it was for.
Read the guideHow do I process invoices that only come as phone photos from the field?
To process invoices that arrive as phone photos, coach the field team to shoot the page flat, filling the frame, in even light, since capture quality decides how well the data reads.
Read the guideHow do I stop invoices from piling up and going overdue?
Invoices go overdue when they scatter across inboxes and nobody sees the due dates in one place.
Read the guideGlossary
What is invoice data extraction?
Invoice data extraction is the process of turning an invoice document, a PDF, a scan, or a photo, into structured data: vendor, invoice number, dates, tax, totals, and line items you can sort, export, and pay from.
Read the definitionWhat is invoice OCR, and why is it not enough?
Invoice OCR (optical character recognition) converts a scanned or photographed invoice into machine-readable text.
Read the definitionWhat does net 30 mean on an invoice?
Net 30 on an invoice means the full amount is due 30 days after the invoice date.
Read the definitionWhat is 3-way matching in accounts payable?
3-way matching is an accounts-payable control that compares three documents before an invoice is paid: the invoice, the purchase order that authorized the spend, and the receiving report that confirms what was delivered.
Read the definitionWhat is the difference between a purchase order and an invoice?
A purchase order (PO) is sent by the buyer to order goods or services, before anything is delivered.
Read the definitionWhat is the difference between an invoice and a receipt?
An invoice is a request for payment: it lists what is owed and when it is due.
Read the definitionWhat is accounts payable?
Accounts payable (AP) is the money your business owes suppliers for things you have already received but not yet paid for.
Read the definitionWhat is a credit memo?
A credit memo (or credit note) is a document a seller issues to lower the amount a buyer owes.
Read the definitionWhat is a pro forma invoice?
A pro forma invoice is a preliminary bill a seller sends before delivering goods or services.
Read the definitionWhat is remittance advice?
Remittance advice is a note the payer sends the supplier to say which invoices a payment covers.
Read the definitionWhat is accounts payable automation?
Accounts payable automation replaces the manual steps of handling supplier invoices, capturing them, reading the data, checking it, routing approvals, with software that does the work and surfaces only what needs a person.
Read the definitionWhat is two-way matching?
Two-way matching checks an invoice against its purchase order before payment: same items, same quantities, same prices.
Read the definitionWhat is an early payment discount?
An early payment discount is a small price cut a supplier offers for paying ahead of the due date.
Read the definitionWhat is an invoice approval workflow?
An invoice approval workflow is the path an invoice takes from arrival to cleared-to-pay: who reviews it, who signs off, and in what order.
Read the definitionWhat is GL coding on an invoice?
GL coding is tagging an invoice to the general-ledger account, and often a cost center or project, that the spend belongs to.
Read the definitionWhat is invoice reconciliation?
Invoice reconciliation is matching your invoices against another record, purchase orders, statements from the vendor, or payments made, to confirm everything lines up and nothing is missing, doubled, or mis-stated.
Read the definitionWhat is e-invoicing?
E-invoicing is sending an invoice as structured data, not a PDF or paper, so the buyer's system reads it directly with no extraction step.
Read the definitionWhat is a tax invoice?
A tax invoice is an invoice that shows the tax charged on a sale, the rate, the amount, and usually the seller's tax registration number, so the buyer can reclaim it where the rules allow.
Read the definitionWhat is a debit note?
A debit note is a document a buyer sends a supplier to say they are reducing what they will pay, or claiming money back, usually for returned goods, a shortfall, or an overcharge.
Read the definitionWhat is touchless invoice processing?
Touchless invoice processing, also called straight-through processing, is when an invoice goes from arrival to recorded without a person touching it, because the system was confident enough at every step.
Read the definitionWhat is invoice line-item extraction?
Invoice line-item extraction is the step that reads each row on an invoice, the description, quantity, unit price, and line amount, and turns it into structured data, rather than capturing only header fields like vendor and total.
Read the definitionWhat is cost per invoice?
Cost per invoice is the all-in cost of handling one supplier invoice from arrival to payment.
Read the definitionWhat is a non-PO invoice?
A non-PO invoice is a supplier bill that arrives with no purchase order behind it, so there is nothing pre-approved to match it against.
Read the definitionWhat is vendor statement reconciliation?
Vendor statement reconciliation is the periodic check that a supplier's statement of your account, their list of what they think you owe, agrees with your own records.
Read the definitionWhat is invoice fraud?
Invoice fraud is any scheme that uses a fake, altered, or duplicated invoice to get a business to pay money it does not owe.
Read the definitionWhat is dynamic discounting?
Dynamic discounting is an arrangement where a buyer pays a supplier early in exchange for a discount that scales with how early the payment lands, rather than a single fixed term like 2/10 net 30.
Read the definitionWhat is days payable outstanding (DPO)?
Days payable outstanding, or DPO, is the average number of days a business takes to pay its suppliers.
Read the definitionWhat is a goods received note (GRN)?
A goods received note, or GRN, is the record a business creates when a delivery arrives, listing what was actually received against what was ordered.
Read the definitionWhat is intelligent document processing (IDP)?
Intelligent document processing, or IDP, is the use of AI, OCR, and machine learning to read documents like invoices, forms, and receipts and turn them into structured data with little manual entry.
Read the definitionWhat is purchase-to-pay (P2P)?
Purchase-to-pay, or P2P, is the full process from requesting and ordering goods or services through receiving them, matching the invoice, approving it, and paying the supplier.
Read the definitionTurn your next invoice into verified data
Free for 10 invoices a month, no card. Every field carries a confidence level and cites its source.