Prepare invoices and receipts for data capture
Use the original digital document when available. For paper, capture the whole page with readable text and keep each invoice’s pages together. Choose the correct folder, document type and PDF splitting mode. Retain supporting evidence the business needs, then check the processed result.
Should I remove supporting pages?
Do not discard needed evidence to speed up capture. Keep one invoice with its supporting pages in single-document mode. Separate unrelated invoices when preparing a batch.
Use the clearest source you already have
A supplier-generated PDF avoids the loss of detail caused by printing and scanning again. If you receive paper, scan or photograph it straight on. Include the edges, invoice reference, date, totals and all continuation pages. Check for glare, shadows and cropped text before uploading.
The document quality guide lists accepted types and image limits. Purchase PDFs can contain up to 80 pages. That is an upload limit, not a target batch size; choose batches your team can inspect.
Keep each invoice's pages together
For a scan containing several invoices, put the pages in document order and choose Auto splitting. For one invoice across several pages, choose Single invoice. Use the same setting when an invoice has supporting pages that should stay with it.
A mixed batch needs a quick check after processing: are all invoices present, are continuation pages attached to the correct record, and did an unrelated page become part of another invoice? The PDF splitting guide gives an example.
Use a consistent intake route
Suppliers can copy the intended folder's email address into their invoice email. Use dedicated Purchases and Sales addresses when both document types are part of the workflow. Assign someone to check Stopped Emails for new senders. The email guide covers setup and missing invoices.
Bank statements use a separate web upload path with different file requirements. An invoice folder email address does not accept them as bank statement uploads.
Check the status before resending
A file may still be processing, a sender may be awaiting approval, or the upload may have been skipped. Check the document status and import history before creating another copy. If the problem is a blurred or incomplete source, ask for a better copy that includes the missing information.
Give support a precise example
When contacting support, include the folder, document reference, upload time and what you expected to happen. Identify the affected page or field. “Page two is missing from invoice 1048” gives a more useful starting point than “the scan failed”. Keep the original source available for comparison.
After capture, the next decision is how much detail the books need. Use the totals, tax summary and line-items guide before saving a recurring export setting.
