Overview
Invoice capture lets someone submit a supplier invoice from a phone. It helps bring paper documents into purchasing review without requiring the person taking the photos to work through the full portal.
Open the private capture page
- In Purchase Orders, open the external-order action and choose the scan-to-capture option.
- Scan the QR code or copy the Private invoice capture link.
- Open the link on the phone that will photograph the invoice.
Anyone with this link can submit invoices without sign-in. Share it only with the people who should submit invoices for your business.
Capture the document
- Photograph every page of one invoice, keeping item lines, supplier details, invoice number, dates, and totals readable.
- Review the selected pages and remove wrong or unreadable images.
- Submit the pages together as one invoice.
- Check the submission result before sending the same pages again.
Review it in the portal
Open Purchase Orders and review the captured document, its proposed supplier or order assignment, and any issues needing attention. Compare the extracted items, packs, quantities, and costs with the original invoice.
Capturing an invoice does not by itself verify that goods arrived. Complete the receiving workflow separately when appropriate. If the invoice belongs to an existing order, reconcile it with that record rather than placing another order.
If capture cannot continue
Read the error on the capture page. Check that the link is valid for the intended business and that the files meet the page's requirements. Use clearer images if extraction is ambiguous. For a failed upload, confirm the result in the portal before retrying.