Supplier Invoices
Supplier Invoices lets you record and track invoices received from your suppliers. You can upload documents directly and Acqui will use AI to extract the invoice details automatically — saving time on manual data entry.
Accessing Supplier Invoices
Section titled “Accessing Supplier Invoices”Navigate to Finance > Supplier Invoices from the main menu.
Metrics
Section titled “Metrics”The header cards summarise the current filtered view:
| Metric | Description |
|---|---|
| Total Value | Net value of all invoices in view |
| Supplier Invoices | Count of supplier invoice records |
| Processing | Invoices currently being extracted by AI |
| Pending | Invoices awaiting approval or payment |
| Paid | Invoices marked as paid |
Filtering and search
Section titled “Filtering and search”| Filter | Options |
|---|---|
| Search | Filter by notes, name, job label, supplier name, supplier contact name, or description |
| Date field | Choose whether the date range applies to Date, Due Date, Paid Date, Created, or Updated |
| Date range | Predefined rolling ranges or a custom from/to window |
| Status | Filter by invoice status, including AI processing states (Uploaded, Saving, Processing, Error, Draft, Pending, Paid) |
| Columns | Show or hide individual table columns |
Table columns
Section titled “Table columns”| Column | Description |
|---|---|
| Number | Auto-generated invoice reference number |
| Status | Current invoice status, including AI processing state |
| Description | A description of the invoice |
| Date | The invoice date |
| Due Date | The payment due date |
| Paid Date | The date payment was made |
| Amount | The invoice amount in your company currency |
| Currency | The currency of the invoice |
| Foreign Amount | The amount in a foreign currency, if applicable |
| Foreign Currency | The foreign currency code, if applicable |
| Name | The invoice name or title |
| Job Label | The linked job reference, if applicable |
| Notes | Any notes on the invoice |
| Supplier Name | The name of the supplier |
| Supplier Contact Name | The contact person at the supplier |
| Created | When the record was created |
| Updated | When the record was last modified |
Uploading invoices with AI extraction
Section titled “Uploading invoices with AI extraction”Acqui can read supplier invoice documents and extract the invoice details automatically.
Supported file types
Section titled “Supported file types”- PDF (
.pdf) - Word documents (
.docx,.doc) - Text files (
.txt) - Images (
.jpg,.jpeg,.png)
Maximum file size: 20 MB per file. Up to 10 files can be uploaded at once.
Upload steps
Section titled “Upload steps”- Click Upload with AI in the top right of the page.
- Select one or more files from your device.
- Acqui uploads the file and begins AI extraction automatically.
The button label changes to Saving Document while the upload is in progress, then returns to Upload with AI when complete.
Processing states
Section titled “Processing states”After upload, the invoice moves through the following states:
| State | Meaning |
|---|---|
| Uploaded | The file has been received |
| Saving | Acqui is saving the document to storage |
| Processing | AI extraction is in progress |
| Draft | Extraction is complete — review the extracted details |
| Error | Extraction failed — open the invoice to review and enter details manually |
A spinner icon appears next to the invoice row while AI processing is running.
Reviewing extracted details
Section titled “Reviewing extracted details”Once extraction is complete, the invoice status changes to Draft. Open the invoice to review and correct the extracted fields before marking it as pending or paid.
Editing an invoice
Section titled “Editing an invoice”- Click the pencil icon on the invoice row, or click the row to open the detail view.
- Update the fields as needed (supplier, date, amount, due date, status, foreign currency).
- Click Save.
Viewing and editing line items
Section titled “Viewing and editing line items”Supplier invoices can include a breakdown of individual line items:
- Click the lines icon on the invoice row.
- The line items drawer opens, showing quantity, unit price, tax code, and other details for each line.
- Add, edit, or remove line items as needed.
- Click Save.
Copying to a client invoice
Section titled “Copying to a client invoice”To convert a supplier invoice into a client invoice:
- Click the copy icon on the invoice row.
- Select Invoice from the dropdown.
- A new client invoice is created pre-filled with the supplier invoice details.
Downloading a document
Section titled “Downloading a document”Click the document icon on the invoice row to open or download the original uploaded file.
Deleting an invoice
Section titled “Deleting an invoice”- Click the trash icon on the invoice row.
- Confirm the deletion in the confirmation dialog.
Deleting an invoice also reverses the associated journal entries.
Scheduling a report
Section titled “Scheduling a report”Click the Schedule icon in the table header to export or schedule a delivery of the current filtered view.