From PDF to bill
Uploaded, or forwarded to the module's intake address.
Vendor, invoice number, date, due date, total, tax, and line detail where the layout allows.
This is the step that never goes away. Extraction is a first draft, reviewed field by field — the agent is a reviewer of its own reading, not an authority.
Posted to payables with the accounts and dimensions you chose.
If your workflow requires approval before payment.
The payment is recorded here and matched to the bank line when it clears.
Bill — Meridian Supplies
Extracted from PDF · confirm before posting
What extraction gets right and wrong
| Field | Reliability | Watch for |
|---|---|---|
| Total | High | Credit notes, where the sign matters. |
| Vendor | High | A trading name that differs from the registered name. |
| Dates | Good | Ambiguous formats on international documents. |
| Tax | Good | Mixed rates on one document. |
| Line detail | Variable | Unusual layouts, multi-page tables. |
| The right expense account | A guess | It is proposed from your history, which is a good prior and not a fact. |
Confirming a bill means confirming its fields, not glancing at the total. A total that is right with a tax split that is wrong still posts a wrong entry, and it is the sort of error that survives until a return is prepared.
Vendors
A vendor record holds the details you need to pay them and the history of what you have. Extraction matches incoming documents against existing vendors, and creates one when it does not recognise the name — which is worth reviewing occasionally, because two records for the same supplier split their history and their ageing.
What this does not do
Nothing here moves money. You pay through your bank; the module records that you did.
There is no PO object and therefore no three-way match against a receipt.
Approval is a step, not a configurable ladder with thresholds and delegation.
Vendors cannot log in to see what you owe them.
There is no batch payment file generation.
Questions
Can bills be emailed straight in?
Yes, to the module intake address. They arrive as documents awaiting extraction.
What if a supplier sends a credit note?
It is recorded as a negative bill and offsets in ageing.
Can two people approve?
Approval is recorded per bill with who did it. There is no enforced dual approval.
Related
Raising, sending, chasing and settling invoices in erp.io — including how the customer record relates to CRM and how payments come back through the portal.
Journal and ledgerManual journal entries, the general ledger, the audit trail, and the rule that keeps the ledger trustworthy: nothing is ever edited in place.