Note: Supplier AI is in beta. It's still being refined and may change.
Available on: UK: Customer Journey and above | US: Customer Journey and above
Skip the typing and let Supplier AI do the data entry. Drag your supplier's invoice PDF into Commusoft, and Supplier AI reads the supplier, line items and totals for you. You check the details, confirm, and the supplier invoice is created.
Before you start
Supplier AI works best with clean, standard invoices. Check that each file meets these requirements:
File type: A PDF of the supplier's invoice
Size: Under 5MB and no more than 2 pages
Content: No discounts or delivery charges, as these can cause import errors
How to upload a supplier invoice
Step 1: Drop the invoice into Commusoft
You can drop an invoice on a supplier's record or on a job. Dropping it on a job links the invoice to that job, so its cost counts toward the job.
Option A: On a supplier's record
âĄď¸ Click Suppliers > View all suppliers > View
Drag the invoice PDF from your computer and drop it onto the supplier's record.
Option B: On a job
âĄď¸ Click the job's Costs tab > Supplier invoices
Drag the invoice PDF from your computer over the Supplier invoices list. A dashed blue outline shows where you can drop it.
Drop the file.
In the legacy job view, open the job's Costs tab and drop the file there.
Step 2: Upload the invoice with Supplier AI
The Upload window opens with your file listed under Files.
Under Please select action, select Use Commusoft's new Supplier AI.
To upload more invoices at the same time, click Add more files. To remove a file, click the X next to it.
Click Start upload.
The button changes to Uploading while your files upload, then the window closes.
Important: Use a template is selected by default. Switch to Use Commusoft's new Supplier AI unless your supplier already has a legacy invoice template. Learn more in "How to upload with a legacy invoice template" below.
Step 3: Check and confirm the invoice
Invoices uploaded with Supplier AI wait for you to check them before they're created.
âĄď¸ Click Suppliers > Invoices to be parsed
The Confirm your pending supplier invoices / receipts page lists each upload with its Status, Supplier, Job number, Created by, Date, Nominal code and Amount.
Find your invoice and check its Status:
Processing: Supplier AI is still reading the invoice
Ready: All the required details are filled in
Information missing: Some required details couldn't be read
Error: The file failed to upload or couldn't be processed
If the status is Ready, click Confirm.
If the status is Information missing, click Edit. The Confirm supplier invoice screen opens, with the invoice beside the details Supplier AI read.
Fill in any missing details, such as the Nominal code on each line.
Click Confirm and add new invoice. The supplier invoice is created and you return to the list.
Tip: The invoice preview uses your browser's own PDF viewer, not one built into Commusoft, so it looks different depending on your browser. In Google Chrome, click the menu icon at the top left of the preview to hide the page thumbnails and make the invoice easier to read.
If the supplier name on the invoice doesn't match a supplier in Commusoft, you're asked to confirm or correct it.
To remove an upload you don't need, click Delete.
What happens next
Once you confirm it, the supplier invoice is created and leaves the pending list. You'll find it on the supplier's record and, if you dropped it on a job, on the job's Costs tab under Supplier invoices. There it counts toward the job's actual costs. Learn more in the Understanding forecasted and actual job costs article.
To view, edit, pay or delete the invoice, learn more in the Supplier invoices: add, view and manage article.
How to upload with a legacy invoice template
We no longer create or update supplier invoice templates, as Supplier AI reads invoices without one. If your supplier already has a template, you can still use it.
Drop the invoice PDF on a supplier's record or a job, as in Step 1.
In the Upload window, keep Use a template selected.
Enter at least two characters of the supplier's name, then select the supplier from the list.
Click Start upload.
Commusoft creates the supplier invoice using the template, without the check and confirm step. If it can't create the invoice, you'll receive an email explaining why. You can edit the invoice afterward to change nominal codes or other details.
If the invoice doesn't appear in the job's Supplier invoices list straight away, refresh the page.
Important: Templates aren't updated if your supplier changes their invoice layout, so they can stop working. We recommend switching to Supplier AI.
Common questions
Why isn't my uploaded invoice showing on the job yet?
Why isn't my uploaded invoice showing on the job yet?
Your uploaded invoice isn't showing on the job yet because invoices uploaded with Supplier AI need checking first. Go to Suppliers > Invoices to be parsed, then click Confirm on the invoice. Once confirmed, it appears on the job's Costs tab under Supplier invoices. If you uploaded it with a template, refresh the page to see it.
Is there an Upload button for supplier invoices?
Is there an Upload button for supplier invoices?
No, there isn't an Upload button. Dragging and dropping a file is the only way to open the Upload window. The Upload invoice field on the Add new supplier invoice form only attaches a copy of the file. It doesn't read the invoice or fill in any details.
Why did nothing happen when I dropped an invoice on the Costs tab?
Why did nothing happen when I dropped an invoice on the Costs tab?
Nothing happens when you drop an invoice on the Costs tab unless the Supplier invoices list is open. Select Supplier invoices under Actual costs, then drop the file onto the list.
Can I upload more than one supplier invoice at once?
Can I upload more than one supplier invoice at once?
Yes, you can upload more than one supplier invoice at once. Drag several PDFs in together, or click Add more files in the Upload window before you click Start upload. Each file must contain only one invoice.
Should I use a template or Supplier AI?
Should I use a template or Supplier AI?
You should use Supplier AI for all your supplier invoices. It doesn't need a template, and it works with any supplier. Templates are a legacy option that we no longer create or update.
Why does the amount show four decimal places?
Why does the amount show four decimal places?
The amount shows four decimal places because some suppliers price items to four decimal places. Supplier purchase orders, invoices, credit notes and returns all show amounts this way, so they match the supplier's pricing. Customer invoices and the job's Costs tab show two decimal places.
Why is the VAT on my uploaded supplier invoice a penny different?
Why is the VAT on my uploaded supplier invoice a penny different?
The VAT on an uploaded supplier invoice can be a penny different because drag and drop invoicing calculates VAT once on the invoice total. Your supplier or accounting package may round VAT on each line instead, so the totals can differ slightly. Check the VAT against the supplier's invoice before you confirm.
Why isn't the order number filled in on my supplier invoice?
Why isn't the order number filled in on my supplier invoice?
The order number isn't filled in when the reference on the invoice doesn't exactly match the purchase order in Commusoft. Find the order reference on the supplier's invoice, as some suppliers label it differently, such as "Your Order Reference". Then check it matches the purchase order's reference exactly, including spacing and capitals. If it doesn't, update the reference on the purchase order and save it.
Why does nothing happen when I save a parsed supplier invoice?
Why does nothing happen when I save a parsed supplier invoice?
Nothing happens when you save a parsed supplier invoice if its format doesn't match the invoice content. Check whether the invoice lists items or parts, then select the matching format, such as Items list instead of Parts list. Save the invoice again.