What gets validated
A validation run looks at the invoice from two angles: the math and the completeness.
| Check | What is compared |
|---|---|
| Line totals | Quantity multiplied by unit price against the amount on each line |
| Subtotal | The sum of the lines against the printed subtotal |
| Discounts and shipping | Applied in the order the invoice shows them |
| Tax or VAT | The tax rate applied to the taxable amount against the printed tax |
| Grand total | Subtotal, tax, discounts and shipping against the amount due |
| Basics | Invoice number, invoice and due dates, supplier name |
If a value cannot be read reliably, it is reported as could not verify rather than guessed, and you are asked to confirm it.
How to validate an invoice in three steps
- Upload the PDF. Digital and scanned invoices both work; scanned pages are read with OCR.
- Read the result. Each check is marked passed, warning, error or could not verify.
- Act on the findings. Every error shows the figure we calculated next to the figure on the invoice, so you can quote it to your supplier. See how to fix invoice errors.
Why validate before paying
Small errors are easy to miss when you approve many invoices: a quantity that was changed, tax calculated on the wrong amount, a total that is a few cents off. Catching them before payment avoids chasing credit notes afterwards. The common invoice errors page lists the mistakes we see most.
Privacy
For guests, the PDF is processed in memory and is not saved. See the security practices for details.