Sales Invoices
Manage income documents issued to your customers. Upload by taking a photo or choosing from your gallery, and let AI fill in the details automatically. Browse the list, view details, edit fields, and export the PDF of approved invoices.
Sales Invoices
Manage income documents issued to your customers. Upload by taking a photo or choosing from your gallery, and let AI fill in the details automatically. Browse the list, view details, edit fields, and export the PDF of approved invoices.
Quick Start
An income document is a receivable record issued to a customer. It tracks the amount the customer owes, the due date, and more.
Step 1: Upload an income document
The most common way on the app is to take a photo or select a file from your gallery. AI recognizes the document and fills in the form automatically.
| Method | How to do it | Best for |
|---|---|---|
| Camera | Tap the upload button, choose "Camera", and take a photo of the document | Paper documents in hand |
| Gallery | Tap the upload button, choose "From Gallery", and select a file | Document images or PDFs already on your phone |
Supports PDF and common image formats (JPG, PNG, etc.). AI recognition uses your recognition quota — make sure your organization has remaining quota.
Step 2: Review the details
After AI recognition is done, tap a document in the list to open the detail page. Check the information AI filled in (customer, amount, date, line items, etc.) and correct any errors. Changes are saved instantly — no need to tap a save button.
Step 3: Track payments
After approval, check the payment progress on the detail page: "Unreceived" → "Partially Received" → "Received". For approved invoices, you can also export the PDF and share it from here.
See the detailed guide below for more information.
Detailed Guide
Submitter Actions
Uploading Income Documents
Entry: App → bottom tab "Sales Invoices" → tap the upload button
After uploading a file, AI automatically recognizes and fills in:
- Invoice number, date, due date
- Customer name (matched to existing customers)
- Currency, total, tax amount
- Line items (product name, quantity, unit price, tax rate)
- AI also recommends a category for each line item
If the category AI recommended, or a discount amount, looks off (for example, the category doesn't exist in your chart of accounts, or a discount got counted twice), the system automatically checks and corrects it, or leaves it blank for you to fix rather than showing you wrong data.
After recognition, review the results and correct any errors. If results are not accurate, tap "Re-recognize" in the action menu on the detail page to run AI parsing again.
The system detects duplicates automatically. If the uploaded file matches an existing file (file duplicate), or the invoice number, customer, date, or amount matches an existing document (content duplicate), you will see a warning. Duplicate results are shown on a separate page where you can choose to keep or ignore each one, or tap "Keep All".
Field details:
| Field | Required? | Details |
|---|---|---|
| Customer | Yes, when submitting | Filled by AI. Read-only on the app — edit on a computer if needed |
| Invoice number | Optional | Filled by AI |
| Date | Optional | Invoice date |
| Due date | Optional | Payment due date |
| Currency | Optional | Read-only on the app — edit on a computer if needed |
| Tax inclusive / exempt | Optional | Controls how tax is calculated |
| Line items | Recommended | Product name, quantity, unit price, tax rate per line. You can add and delete items |
| Description | Optional | Document description |
| Notes | Optional | Additional notes |
| Tags | Optional | Categorize for easy filtering |
| Attachments | Optional | Upload supporting files |
Editing Income Documents
Entry: App → bottom tab "Sales Invoices" → tap a document → edit fields directly
The app uses instant field updates: each change is saved automatically right away. No need to tap a save button. The detail page has three tabs: Details, Products, and Customer. Tap to switch between them.
Line items are viewed and edited on the "Products" tab. You can add and delete items.
Note: Customer and currency are read-only on the app. Edit on a computer if needed.
When can you edit?
| Status | Can you edit? | Details |
|---|---|---|
| Draft | Yes | Edit anytime |
| Under Review | No | Recall first |
| Approved | No | Ask an admin to revoke first |
| Rejected | Yes | Fix issues, then resubmit |
| Recalled | Yes | Edit, then resubmit |
| Revoked | Yes | Edit, then resubmit |
Viewing Details
Entry: App → bottom tab "Sales Invoices" → tap a document
The detail page appears as a bottom sheet. Drag up to expand, drag down to collapse. It has three height levels. Content is organized in tabs:
| Tab | Content |
|---|---|
| Details | Basic document info, attachments, approval history |
| Products | Line item list, with add and delete |
| Customer | Customer details |
Re-recognize
If AI recognition results are not accurate, tap "Re-recognize" in the action menu on the detail page. AI will parse the original file again.
Re-recognize has a limited number of tries. Once used up, it cannot be done again. Re-recognize overwrites the previous AI results, including any manual changes you made. Bulk re-recognize (processing multiple documents at once) requires a computer.
Comments
Entry: Document detail page → comment button
Leave messages on a document to communicate with approvers or colleagues. You can @ mention others, and they will be notified.
Payment Management
Entry: Document detail page → payment section
After approval, view and manage payment records on the detail page.
Deleting Income Documents
Entry: Detail page → action menu → "Delete"
After you tap delete, the document status changes to "Deleting" while background processing takes care of cleanup (including related e-invoices, comments, payment records, etc.). Once complete, the document moves to the Recycle Bin. If processing fails, the document is automatically restored to "Draft" status with an error message.
The Recycle Bin is only available on the web. You cannot view or restore deleted documents in the app.
You cannot delete when:
- Status is "Under Review" or "Approved"
- The document is part of an expense claim
- The document has reconciled payment records
Resend Email
Entry: Detail page → action menu → "Send Email"
For documents created by manual invoice creation that have been approved, you can resend the email to the customer from the app.
Exporting an Invoice PDF
Entry: App → document detail page → action menu → "Export PDF"
For documents created by manually creating an invoice or credit note that have also been approved, an "Export PDF" option appears in the action menu (it doesn't show for other statuses). Tapping it doesn't download the file directly — instead it opens your phone's native share sheet, where you can save it to your photos/files app, or share it directly to another app (email, messaging, etc.).
Admin Actions
List and Filters
Entry: App → bottom tab "Sales Invoices"
The list is sorted by creation time by default, grouped by date. Switch between pre-set views to quickly apply different filters and sorting.
A summary section at the top shows the total count and amount overview for the current range.
Unread documents appear in bold and are marked as read when you tap them.
Status Reference
Approval Status
| Status | Meaning | What you can do |
|---|---|---|
| Draft | Just created, not submitted | Edit, delete, submit |
| Under Review | Waiting for approver | Recall |
| Approved | Approval passed | Check payment progress, export PDF |
| Rejected | Approval denied | Edit and resubmit |
| Recalled | You recalled it | Edit and resubmit |
| Revoked | Admin revoked it | Edit and resubmit |
| Deleting | Background deletion in progress | Wait for it to finish |
Recognition Status
| Status | Meaning | What you can do |
|---|---|---|
| Processing | AI is reading the file | Wait for it to finish |
| Successful | Recognition complete, fields filled | Review and edit |
| Unrecognized | AI could not extract useful information | Fill in manually or re-recognize |
| Needs Amendment | Fields filled but may not be accurate | Review carefully and correct |
| File Duplicate | The uploaded file matches an existing file | Decide whether to keep |
| Content Duplicate | Invoice info matches an existing document | Decide whether to keep |
Payment Status
| Status | Meaning |
|---|---|
| Unreceived | No payment collected yet |
| Partially Received | Some payment collected, balance remaining |
| Received | Fully collected |
Common Scenarios
Submitter
I have a paper invoice. How do I enter it? Open the Sales Invoices list, tap the upload button, and choose "Camera" to take a photo. AI will recognize the amount, customer, date, and more. Tap the document to review and fill in any missing details.
AI got something wrong. What do I do? Edit the field directly on the detail page — changes are saved instantly. To retry AI recognition, tap "Re-recognize" in the action menu. Note: re-recognize will overwrite previous results.
My submission was rejected. What now? Open the rejected document and check the rejection reason in the approval history. Make your changes and tap "Resubmit" — no need to create a new document.
An approved document has an error. Can I fix it? You cannot edit it yourself. Ask an admin to "Revoke" it first, then edit and resubmit.
I cannot change the customer or currency. Why? Customer and currency are read-only on the app. Please use a computer to make these changes.
How do I send an approved invoice's PDF to a customer or save it to my phone? Open the invoice's detail page and tap "Export PDF" in the action menu. Choose to save it to your phone, or share it to email, messaging apps, or others from the share sheet that opens. This option only appears for "Approved" invoices.
The following features require a computer: Recycle Bin (view and restore deleted documents), bulk actions (mark as received, submit, revoke, bulk re-recognize, etc.), data export (Excel, QuickBooks, Xero), CSV bulk import, recurring invoicing, generating an invoice from a quotation, manual invoice creation (PDF preview, payment QR code), invoice PDF product column configuration (Set Fields), invoice PDF template settings, payment reminders (Send Payment Notice — both single and bulk require a computer), email and PDF sending (configure email at submission, auto-send after approval, void notification), publish to accounting platform, type conversion, transfer to another organization, move to document storage, copy documents, column configuration and advanced sorting, currency display toggle.
For other questions, please contact the support team.