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Invoice processing

Vendor invoices, from inbox to approved bill.

A bill arrives as an email attachment, a scan, or text in the message body. AP Central reads it, matches the vendor against your QuickBooks file, codes the lines the way you coded that vendor last time, and leaves a bill waiting for your approval.

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Before it reads a word

It works out what the document is.

An invoice, a receipt, a statement and a credit memo need four different outcomes. Getting that wrong is the most expensive mistake in automated AP — and extracting accurately makes it worse, because the result looks correct in every field.

What happens to it

Posted as a bill

Classified first, then read with the rules that document type needs.

The intake

Your mailbox is the only step you keep.

Most invoices already arrive by email. AP Central takes them from there — attachments, inline bills, and scans from a multifunction device all land the same way, so nobody is downloading files to a desktop and renaming them.

  • Forward individually, or connect the AP mailbox once
  • PDFs, images and scanned paper are all read the same way
  • Multi-page invoices stay together as one bill
  • The original document stays attached to the bill in QuickBooks
  • 1Forward individually, or connect the AP mailbox once
  • 2PDFs, images and scanned paper are all read the same way
  • 3Multi-page invoices stay together as one bill
  • 4The original document stays attached to the bill in QuickBooks

The reading

It works out what the document is before it reads it.

An invoice, a receipt and a vendor statement all need different handling. AP Central classifies the document first, so a statement listing six invoices you already have is not posted as a seventh bill — the single most expensive mistake in automated AP.

  • Vendor, invoice number, bill date, due date and terms
  • Line items with descriptions and amounts
  • Tax and totals, checked against the line math
  • Handwritten totals, notes and approvals on scanned paper
  • 1Vendor, invoice number, bill date, due date and terms
  • 2Line items with descriptions and amounts
  • 3Tax and totals, checked against the line math
  • 4Handwritten totals, notes and approvals on scanned paper

The coding

Coded the way you code it, not the way a template does.

Accounts and items come from how that vendor has been handled before, so the coding stays consistent month to month. That consistency is what makes comparative reporting trustworthy — it is hard to explain a 40% jump in an expense account when the real cause is two people coding the same vendor differently.

  • Vendor-level default accounts
  • Line items matched to your items and categories
  • Rules you set once rather than a model you hope guesses right
  • Anything it cannot code confidently is flagged, not guessed
  • 1Vendor-level default accounts
  • 2Line items matched to your items and categories
  • 3Rules you set once rather than a model you hope guesses right
  • 4Anything it cannot code confidently is flagged, not guessed

What comes off the page

Every field the bill needs.

Not a text dump for someone to sort through. Each value arrives as a field your ledger can take.

  • Vendor

    Matched to your QuickBooks record

  • Invoice number

    What makes a duplicate detectable

  • Bill date

    Drives your ageing

  • Due date

    From the document, or derived from terms

  • Terms

    Often the only place the due date comes from

  • Line descriptions

    Per line, not rolled into one total

  • Line amounts

    Checked against the invoice total

  • Tax

    Checked against the line math

  • Total

    Not read in isolation

Questions

Anything missing? solutions@ademero.com

Does it post bills without me looking at them?
No. The work AP Central does is the reading, matching and coding. The bill arrives in QuickBooks Online for you to approve.
What happens to an invoice it cannot read?
A field it cannot read confidently, or a vendor it cannot match, is flagged for a person rather than guessed at. The original document stays attached either way, so there is always something to check against.
Do multi-page invoices count as several bills?
No. A multi-page invoice is one bill. It does use one page of your allowance per page, because pages are how the service is billed.
Can it handle invoices in languages other than English?
Talk to us about your specific mix before you commit — the honest answer depends on the documents, and we would rather test yours than give you a blanket yes.

Forward one invoice.

Connect your QuickBooks Online company and watch the first bill land. Nothing to install.

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