Guides
How-tos for getting invoices into a spreadsheet or your books, and plain definitions of the accounts payable terms you run into. Each one starts with the short answer.
How-to guides 20
How do you extract data from invoices automatically?
To extract invoice data automatically, send invoices to an extraction tool by email forwarding, upload or API.
Read the guideHow do you stop paying the same invoice twice?
Check every new invoice against the ones you've already recorded, before it's paid.
Read the guideHow do you organize invoices for a small business?
To organize invoices for a small business, send every bill to one inbox, record each one the day it arrives, tag it by client or entity, track due dates in one list, and export clean records for your accountant.
Read the guideHow do you forward invoices in by email?
Every InvoiceJet account has a private forwarding address.
Read the guideHow do you approve invoices without giving everyone a login?
Use email approvals.
Read the guideHow do you export invoice data to CSV?
To export invoice data to CSV, filter to the invoices you want (by period, paid status or client tag), choose a layout and download.
Read the guideHow do you use AI to convert invoices to Excel?
To convert invoices to Excel with AI, have an extraction tool read each invoice into fields (vendor, dates, tax, totals and line items), export a CSV, and open it in Excel through Data, then From Text/CSV.
Read the guideHow do you use AI to convert invoices to JSON?
To convert invoices to JSON with AI, send each invoice to an extraction tool and get back a structured object with vendor, invoice number, dates, currency, tax, totals and an array of line items.
Read the guideHow do you use AI to convert invoices to a text file?
To convert invoices to a text file with AI, extract the fields first, then save them as plain text: a delimited file like CSV or a structured file like JSON.
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, and import it with File, then Import.
Read the guideWhat do I do when an invoice total does not match the line items?
Hold the invoice.
Read the guideHow do I handle invoices in a foreign currency?
Capture the currency and amount exactly as printed, including European number formats where the comma and period swap roles.
Read the guideHow do I split a PDF that contains several invoices?
Send the whole PDF to a tool that detects where each invoice starts and ends, and let it create one record per invoice.
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 by phone, using a number you already had before the request arrived.
Read the guideHow do I manage invoices when I am the only person in finance?
When you're the only person handling invoices, aim to touch each one as little as possible.
Read the guideHow do I get invoice data into QuickBooks or Xero without retyping it?
Extract and check the invoice fields, export a CSV in your accounting software's bill import layout, then import it through QuickBooks' or Xero's own import screen.
Read the guideHow do I find invoices that were never entered?
Reconcile against each vendor's statement first: the vendor's list of what you owe will include bills missing from your records.
Read the guideHow do I code invoices to the right accounts without an accountant?
Keep a short chart of accounts, write down which vendors go to which account, and code each invoice the day it arrives.
Read the guideHow do I process invoices that only come as phone photos from the field?
Ask the field team to shoot the page flat, filling the frame, in even light with no glare on the totals.
Read the guideHow do I stop invoices from piling up and going overdue?
Invoices go overdue when they're scattered across inboxes and nobody sees the due dates in one place.
Read the guideGlossary 30
What is invoice data extraction?
Invoice data extraction turns an invoice (a PDF, a scan or a phone photo) into structured fields you can sort, export and pay from: vendor, invoice number, dates, tax, total and line items.
Read the definitionWhat is invoice OCR, and why is it not enough?
Invoice OCR (optical character recognition) turns a scanned or photographed invoice into machine-readable text.
Read the definitionWhat does net 30 mean on an invoice?
Net 30 means the full invoice 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 purchase order, the receiving report and the invoice.
Read the definitionWhat is the difference between a purchase order and an invoice?
A purchase order (PO) is sent by the buyer to commit to buying goods or services at an agreed price, 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's owed and when it's due.
Read the definitionWhat is accounts payable?
Accounts payable (AP) is the money your business owes suppliers for goods and services you've received but haven't paid for yet.
Read the definitionWhat is a credit memo?
A credit memo, also called a credit note, is a document a seller issues to reduce what 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 a supplier listing which invoices a payment covers.
Read the definitionWhat is accounts payable automation?
Accounts payable automation uses software for the manual steps of handling supplier invoices: capturing them, reading the data, checking it and routing approvals.
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 price cut a supplier offers for paying before the due date.
Read the definitionWhat is an invoice approval workflow?
An invoice approval workflow is the path a bill takes from arrival to approved for payment: who checks it, who signs off and in what order.
Read the definitionWhat is GL coding on an invoice?
GL coding means assigning an invoice to the general ledger account it belongs to, such as 6100 Office Supplies or 5200 Job Materials, and often to a class, location or project as well.
Read the definitionWhat is invoice reconciliation?
Invoice reconciliation means checking your invoices against another record (purchase orders, vendor statements or payments made) to confirm nothing is missing, entered twice or wrong.
Read the definitionWhat is e-invoicing?
E-invoicing means sending an invoice as structured data in a standard format, such as UBL or a national standard, that the buyer's system reads directly.
Read the definitionWhat is a tax invoice?
A tax invoice 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 claim a reduction in what they owe, usually for returned goods, a short delivery or an overcharge.
Read the definitionWhat is touchless invoice processing?
Touchless invoice processing, also called straight-through processing, means an invoice goes from arrival to recorded without a person handling it, because the system was confident at every step.
Read the definitionWhat is invoice line-item extraction?
Invoice line-item extraction reads each row of an invoice (description, quantity, unit price and line amount) into structured data, instead of 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: the labor to enter, check and approve it, the cost of mistakes like duplicate payments and late fees, and the software involved.
Read the definitionWhat is a non-PO invoice?
A non-PO invoice is a supplier bill with no purchase order behind it, so there's nothing pre-approved to match it against.
Read the definitionWhat is vendor statement reconciliation?
Vendor statement reconciliation is checking a supplier's statement of your account against 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 doesn't 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 grows the earlier the payment lands, instead of 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 makes when a delivery arrives, listing what was actually received.
Read the definitionWhat is intelligent document processing (IDP)?
Intelligent document processing, or IDP, uses OCR and AI to read documents such as 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 goods or services through ordering, receiving, matching the invoice, approving it and paying the supplier.
Read the definitionTry it on your own invoices
10 invoices a month free, no card. Every field comes back with a confidence level and the text it was read from.