Upload your first invoice
6 min read
Three ways to get invoices into InvoLoops — drag-and-drop, the Upload page, or email forwarding — plus what to expect from extraction and where files end up.
How uploads work
Every upload becomes a processing job. InvoLoops stores the file in object storage, splits multi-page PDFs into individual invoices when it detects breaks, runs text and (when needed) vision extraction, then routes each invoice to your Pending queue with a confidence score per field.
The Upload page
Open Upload from the top nav. You'll see three cards stacked top to bottom: • Email Forwarding — your personal invoice alias address. Forward any supplier email to this address and the attached PDF (or a parsed body) is ingested as if you uploaded it. • Upload Files — the drag-and-drop zone for PDFs and images. Click to open the file picker, or drag directly onto the card. • Recently Processed — the last 10 uploads with status badges and quick links.
Drag and drop anywhere
You don't have to be on the Upload page. Drop a PDF on any screen in the Expense shell — Dashboard, Invoices, Vendors, anywhere — and a full-screen drop zone appears. Release the file to start the upload. You can drop multiple files at once. Each becomes its own processing job.
Formats and quality
Best results: • Native, text-based PDFs (anything exported from accounting or billing software). • Single-invoice PDFs. Multi-page PDFs with several invoices are split heuristically — review each one in Pending. • Clear, well-lit photos or scans of paper invoices. Extraction still runs on images, but the AI relies on vision rather than the text layer, which is slower and slightly less accurate. Maximum file size and supported types are enforced server-side; oversized files are rejected with a clear error before processing starts.
Recently Processed card
The bottom card on the Upload page lists up to ten of the most recent uploads. Each row shows file name, the suggested vendor, the invoice date, the amount with currency, and a status badge: • Processing (gray) — extraction is still running. • Pending (orange) — extracted; awaiting your approval. Click to jump to the Pending queue. • Approved (green) — already locked in.
What happens after upload
Successful uploads land in Pending with all extracted fields filled in. You'll see the confidence score next to each field — anything under the threshold is flagged. Approve to move it into your ledger, or edit fields first. If the extractor cannot read enough fields, the invoice is still saved but marked unlinked. Use the Pending page's vendor filter to find these and finish them by hand.
Ready to see it in action?
Explore InvoLoops Insights