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Tutorials & demos

Reading and registering your first invoice

What the AI fills in, what it flags, and what to check before you click Register.

2026-09-25 · 0:56

Watch on its own page, with chapters and the transcript

A supplier invoice goes from a PDF to a bill in your accounting software in about a minute. The AI reads it, you check three things, and one click registers it with the PDF attached.

Step by step

  1. Add the invoice. In Buying, click New document, or drop one or more files onto the list. PDFs, scans and phone photos all work. Invoices that arrive in the organisation's mailbox appear here on their own.
  2. Wait for "AI parsed". Reading takes about half a minute for a document of one to five pages, and the list refreshes by itself. When the status says AI parsed, the invoice is ready to check.
  3. Open it. The invoice is on the left and everything the AI read is on the right: the header first, then every line.
  4. Check three things: supplier, date and total. If those three are right, the rest usually is. Fields the AI isn't sure about carry a warning, so look at those too.
  5. Create what's missing. If the supplier or a product isn't in your accounting software yet, press + next to it. Invoreg creates it there with the details already filled in from the invoice.
  6. Click Register. The bill is created in your accounting software with the coding per line and the original PDF attached, and the document in Invoreg is marked registered.

What the AI fills in

Header: supplier, invoice number, invoice and due dates, the supplier's VAT number, bank account (IBAN), currency and totals.

Every line: description, item code, quantity, unit, unit price, VAT rate and line total, plus a proposed account code. Where the organisation uses them, a project, department or cost object can be set per line too.

Under the document, Invoreg shows previous invoices from the same supplier, so you can see how they were coded last time.

What it flags, and what it won't do

  • Doubts are shown, not hidden. When the AI is unsure about a value, such as an unusual duty or freight line, it marks the field instead of guessing silently.
  • Duplicates are caught. If the same invoice arrives twice, it is flagged and linked to the original, so it isn't registered twice by accident. See duplicates, filters and search.
  • Nothing posts on its own. An invoice reaches your accounting software only when someone clicks Register, and only after any purchase approvals you've switched on.
  • Every change is logged. The audit log records who changed which value, from what to what.

How long it takes

Checking a simple invoice takes seconds rather than the few minutes it takes to type one in. Long invoices are where the difference shows most: a 26-line invoice that takes 20 to 30 minutes to key in is checked and registered in about two.

Common questions

Which file types work? PDFs, including multi-page PDFs with several invoices inside, scans and phone photos. See mailbox intake and multi-page PDFs.

What if the AI gets a value wrong? Correct it in the field before you register. The change is saved in the audit log.

Does it work for invoices in other languages? Yes. Invoices from suppliers across Europe are read, and the coding follows your chart of accounts.

Next: setting up purchase approvals. Or try it on your own invoices: the first 20 are free.