Review an invoice

The Inbox

Every invoice that arrives is matched first: kvitr looks for its supplier (the sender, what it learned from earlier invoices, keywords, and the company printed on the PDF) and reads its fields. An invoice it can match and read is filed and never asks for you. One it cannot goes to the Inbox in the sidebar: an email it could not file shows as New email, an invoice whose amounts or dates it could not read as Check fields.

The inbox lists them newest first beside the one you have open, with its PDF and fields. Choose the supplier or fill in what is missing and save; kvitr learns from it and opens the next one, until the inbox is empty. What you have taught it moves to the Learned tab beside Inbox. Home shows how many are waiting under To do. The inbox looks at the newest invoices; when older ones need you too, it links to them in Invoices.

Open an invoice

Open Invoices and select an invoice number, or open the Inbox. The review fills the screen: the original PDF beside its details on a large screen, or above them on a phone. The PDF has its own bar at the top with the page, the zoom, a menu at the end where Show highlights turns the highlights off (they are on when you open an invoice), Read PDF, a download button and a button that opens the PDF in a new tab. Highlights mark the values your fields hold on the PDF, each field in its own colour; the key above the page says which colour is which field. While you edit the fields, hover a highlight to use it as a field.

The panel on the right has three tabs: Invoice, Supplier and allocation and Details. Invoice holds the fields, starting with Supplier name on invoice, with the service’s logo inside the field. Details holds the notes and where the invoice came from: the source, when it arrived, the filename and the file size. Learn invoice on Home or Suppliers opens the same page and reads the PDF first if nobody has, so the suggested values are there to check at once.

Check and save the fields

Review the supplier, invoice number, document type, total, currency, subtotal, tax and invoice date. Supplier and Currency are searchable: type to filter, or type a supplier kvitr does not know yet and choose Add. A due date read from the PDF is kept but not asked about; reports use the invoice date. Add a note in the Details tab; it is saved with the fields. Choose Credit note for a credit so that reports reduce costs. A document named a credit note (also “kreditnota” and similar), or one whose total is negative, is marked as a credit note for you; you can still change it.

When kvitr has read every field of an invoice nobody has reviewed, the panel shows what it read — the supplier name, invoice number, document type, total, currency, subtotal, tax and invoice date — with one question: Is this right? The PDF highlights the same values so you can compare. Choose Correct and the invoice is approved as it is. Choose Not correct and the fields open one step at a time under Progress: the supplier name, the invoice number and type, the total and currency, the subtotal and tax, and the invoice date. Check or fix each and choose Next (or press Enter); a finished step can be opened again. After the last step, choose Save reviewed fields. If kvitr could not read every field, the fields open straight away so you can fill in the rest.

While you edit, the PDF also offers the dates, amounts and references it found for an empty field, outlined with a dashed line until they are used. Hover a highlight and choose the field, drag it onto the field, or type the value yourself. Dates only fit the invoice date and amounts only fit amount fields; the invoice number accepts anything.

Either way kvitr learns from the first review: a value you confirmed tells it how this supplier prints it, a value you corrected tells it that reading was wrong, so the next invoice from the same supplier is read better. Nothing changes until you choose Correct or save. After that, kvitr opens the next invoice in the Inbox, or the empty inbox when nothing is left.

An email kvitr could not match to a supplier opens with Supplier as the workspace’s own list, first among the fields: choose the company, or type a name it does not know yet and choose Add. One button, File and save, files the invoice under it and saves the fields, and kvitr learns the sender and the layout from that.

What the status tags mean

New email

The email could not be matched to a supplier. Open the invoice and choose the supplier, or type a new name to add one. kvitr remembers the sender for next time.

Check fields

Some amounts or dates are missing or uncertain. Open the invoice and complete them.

What automatic reading can do

Automatic reading extracts text from the PDF. It does not send the document to an external AI service. Dates with dashes or dots, such as 11-09-2026, read day first; a date written with slashes where either part could be the month, such as 11/09/2026, waits until you have confirmed one invoice from that supplier. A date printed without a year, such as “17th August”, takes the year printed elsewhere on the invoice, or else the year the invoice arrived. Image-only scans, unusual layouts or very long documents can leave fields empty and need manual review.

A value found automatically is still a suggestion; under each field kvitr says where it came from: Suggested from this supplier’s earlier invoices, Read from the PDF, or From the source. Compare it with the original PDF. Saved reviews are protected from automatic rereading.

Each approval teaches kvitr how that supplier prints its invoices: which label sits next to the invoice number, the dates and the totals, its usual currency and the company details printed on the PDF. The next invoice from the supplier is read with that structure first. Labels confirmed on several suppliers help read new suppliers too. The PDF text itself is never stored; kvitr rereads the original when it learns.

Supplier defaults and invoice choices

Below the fields, the invoice shows its supplier’s Type and allocation defaults. Inherited choices appear muted. An invoice can override Team, Project, or your custom category; Type always comes from the supplier.

Choose Reset to supplier and save the invoice choices to remove an override. See Organize suppliers for defaults and cost splits.

Viewers can read and download invoices. Editing requires member or owner access.