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AI Supplier Invoice drag and drop
AI Supplier Invoice drag and drop

Automatically import invoice infomration from a PDF via AI. Simply drag and drop the PDF on either the Supplier record or the Job cost tab.

Updated this week

Our Supplier Invoice Auto-Import feature simplifies the way customers handle supplier invoices. By uploading PDF files directly into Commusoft, the system automatically extracts invoice details and populates the appropriate fields—saving time and eliminating manual data entry. Users can upload multiple invoices at once and review or edit any imported data before finalising.

Upload Locations

You can upload Supplier invoices using drag and drop from two locations:

➡️ Suppliers tab > View all suppliers

➡️ Search customer > On-going works > View > Cost tab

This feature allows supplier invoices to be automatically generated in Commusoft through a PDF upload. The system extracts necessary information (like totals, line items, and supplier details) and populates the corresponding invoice fields.

This feature is not compatible with invoices that include discounts or delivery charges. These may result in import errors.

📂 Uploading a Supplier Invoice with AI

How to Upload:

  1. Ensure the invoice PDF has no more than 2 pages and is under 5MB.

  2. Drag and drop the file into one of the upload locations.

    • You can upload multiple invoices at a time.

  3. If successful, a confirmation will appear. If not, an error message will notify you of the issue.

  4. Go to Invoices to be parsed.

🔍 Invoices to Be Parsed

This section displays supplier/vendor invoices that are awaiting review. Parsing involves verifying or editing invoice details and associating them with the correct supplier and cost codes.

How to Access:

  1. Navigate to the Supplier Dashboard

  2. Click the number next to "Invoices to be parsed"

You'll see a list of pending invoices with the following info:

Auto-Import Statuses

  • Processing – Invoice is being scanned

  • Ready – All required fields are populated

  • Information Missing – Key fields are incomplete

  • Error – File failed to upload or a system issue occurred

Other Columns:

  • Supplier

  • Job Number

  • Created By

  • Date

  • Nominal Code

  • Amount

Available Actions:

  • Confirm: Finalise and file the invoice

  • Edit: Add or update missing info

  • Delete: Remove the invoice if not needed

What Happens After Upload:

  • The system extracts and checks the invoice data

  • If valid, it is queued as "Ready"

  • If issues are found (missing fields or mismatches), it's flagged

Final Steps

  1. If the supplier name on the PDF doesn't match what's in Commusoft, it will be flagged

  2. A pop-up will prompt you to confirm or correct the name

  3. Once corrected, the Confirm & Create Invoice button will become active

Once Confirmed:

  1. When status is Ready, click Confirm to create the supplier invoice in Commusoft

  2. The invoice will be created

  3. It will disappear from the "Invoices to be Parsed" list

  4. You can view the finalised invoice from the original upload location

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