This explains how to:

• Upload copies of purchase invoices or pictures of receipts
• Forward emails with invoices or receipts directly to Accounting
• Review the draft invoice and approve

What you can upload

• Upload up to 25 transaction files at a time
• You can upload PDF, JPG, JPEG, PNG, or TIFF files
• Each file must only contain 1 transaction and should be no more than 20 MB in size
• Processing each file typically takes less than 1 minute. Refresh the Drafts to approve page to update the file upload status
• The Drafts to approve tab shows new draft transactions. The number next to the tab name tells you how many drafts you have to review and approve
• file finishes processing when its status changes to To review
• View the new draft invoice by selecting the transaction row

 TIP: You can use the mobile app to take a picture which will automatically save to your drafts for you to review.

Upload invoice from file

1. From Purchases, choose Purchase Invoices
2. From the New invoice drop-down, select Upload file.
3. Choose Select files from your device.
4. Select the files to upload (maximum 25) and then Upload Invoices.
5. Once uploaded, we open the Drafts to approve the page.
6. The uploaded files should have a status of To review.

If the status is still Processing, refresh the page to update the status.

Upload Invoices via email

1. From Purchases, choose Purchase Invoices.
2. From the New invoice drop-down, select Upload file.
3. Select Copy email address to copy the email address shown to your device's clipboard.
4. Forward the email with the attached invoice or receipt to the copied email address.
5. Once you've finished forwarding the email, go to Purchases then Drafts to approve.
6. Uploaded files should have a status of To review.

If the status is still Processing, refresh the page to update it.

If you have multiple users and would like to check if they can upload invoice take a look at Manage Users.

Processing errors

If a file has a processing error, this usually means:

• The file has failed the virus scan
• We can't read the file. Check that the image is clear, not too dark, and zoomed in as much as possible without omitting information
• We had an error during processing
• The invoice was a negative total value. You can't upload an invoice with a negative value, instead raise a credit note
• The file was already uploaded. Someone may have archived the file if you can't find it in Drafts to approve or the list of transactions. To check, go to the Drafts to approve tab, More, and then select Archived in the Show field.
  If you still can't find the file, it may be showing the wrong date. Open up the date range to dates in the past and future to see if the file appears

Try uploading a new file. If that doesn’t work, add the transaction manually.

 NOTE: Password-protected files may cause extraction errors. Remove the password and upload again. 

Fields will not populate if the document or image file is missing information.

Consider also reading our guide: Understanding sent email errors >

Review and approve draft transactions