Upload a Supplier Invoice

Who this guide is for

Business Owners, Sole Traders, Admin, and Supervisor. Finance has view-only access to supplier invoices — Finance cannot upload. Tradies and Apprentices have no access.

Overview

Upload a supplier invoice PDF and use AI extraction to pull out the supplier, line items, totals, and tax, ready to apply to inventory.

Before you start

MFA must be set up on your account — uploading supplier invoices is MFA-gated. Have the supplier invoice file ready. Supplier-invoice uploads consume AI calls against your monthly allowance — check the AI usage this month panel on the Subscription tab if you are near your limit.

Steps

1. In the left sidebar, select Supplier Invoices.
2. Select Upload Supplier Invoice.
3. Complete the MFA prompt.
4. Choose the file (PDF).
5. Consent to AI processing when prompted. The consent prompt appears the first time you upload a supplier invoice and is once-off (the consent button is labelled I Agree).
6. (Optional) Link the upload to a Purchase Order if your business uses POs.
7. Review the draft supplier invoice produced by AI extraction.

Alternative — manual entry

Where AI extraction is not appropriate, select Manual entry instead of uploading the file, then enter the supplier, invoice number, date, line items, totals, and tax manually.

What happens next

The draft supplier invoice is ready for review and apply-to-inventory. Continue through line-by-line matching, unit-conversion review, and finally select Apply to Inventory to post stock movements — see Apply a supplier invoice to inventory.

Related guides

Add a Supplier, Add a Material to Your Library, Set Up MFA on Your Account, Review your subscription and billing.