The AI Invoice feature allows you to upload an invoice file and automatically extract key information to create a draft invoice. This reduces manual data entry and speeds up your workflow.
How to Create an Invoice Using AI
You can upload an invoice in two simple ways:
Drag and drop your invoice file directly onto the Purchase Invoices list
Click the “AI Invoice” button on the Purchase Invoices page and select your file
Note: The AI Invoice feature is only available in the Purchase Invoices tab.
Single-Page Invoices
For single-page invoices:
A “Processing invoice” message appears
Once complete, you are taken to the draft invoice in edit mode
Review and update the extracted data if needed
Submit, save as a draft, or delete.
Please note: If used, AI Invoices will follow your vessel's existing invoice approval flow
Important: Any file with more than one page (even blank pages) is treated as a multi-page invoice.
Multi-Page Invoices
For multi-page invoices:
The processing dialogue closes after upload
A message appears:
“Your invoice is being created. It will be available as a draft shortly.”You can continue working elsewhere
The invoice will appear in your Drafts once ready
Note: You will not currently receive a notification when your draft invoice is ready.
What Happens if an Invoice Fails
An invoice may not be created in the following cases:
Invalid file type
No invoice data detected
Duplicate invoice (same supplier and invoice number)
Notifications:
Single-page invoices: Error shown immediately
Multi-page invoices: Email notification explaining the issue
What Information is Automatically Populated
The AI extracts and fills in:
Invoice date
Due date
Invoice number
Supplier
Line descriptions (including quantities)
Net, VAT %, and VAT per line
Category per line
Additional notes:
Description is set to “AI-generated invoice”
Total is automatically calculated
What You Still Need to Complete
The following fields must be filled in manually:
Budget
Cost centre
Priority
Department
Job ID
Any additional fields
Notifications
There is a new email notification that you can turn on in Notifications, so you receive an email when the AI invoice is ready. The toggle can be found at the bottom of your notifications page.
Feedback
If you would like to provide any feedback on our AI Invoice feature, please reach out to your Account Manager or via our Live Chat.