Analyze new invoices

Once you check invoices before paying them, each new invoice gets its own decision as soon as it arrives. All four ways in run the same checks; pick whichever fits how invoices reach you today.

Way in	Best for	Set up
Upload	Occasional invoices, or trying it out	Nothing
Email	Invoices that arrive in an AP mailbox	Forward to your private address
Accounting system	Bills already entered in Xero, QuickBooks, Business Central or Odoo	Connect once; syncs automatically
API	Your own software or an ERP partner	A developer

Upload a document

Go to Invoices, click Upload invoice and choose a file:

• E-invoices (XML: UBL, CII, XRechnung, KSeF, or a Factur-X/ZUGFeRD PDF) are read directly from their data and also checked against their e-invoicing rules.
• Normal PDFs with selectable text are read by Invogi itself; the file is not sent to any third-party service.
• Scans and photos (PNG, JPEG, TIFF, image-only PDFs) need AI document reading. An owner must first tick Allow external document processing in Settings → Billing & usage. It is off by default.

Note

When AI reads a field with low confidence, Invogi raises EXTRACTION_LOW_CONFIDENCE so a person checks it against the document. AI only ever reads documents; it never decides whether an invoice passes.

Forward by email

Forward invoices to your workspace’s private address. See Email intake.

Sync from your accounting system

New bills are imported automatically: hourly for Xero and QuickBooks Online. See Integrations.

Send through the API

See the Developer guide.

What happens next

The invoice appears in Invoices with a decision:

• PASS: nothing needs attention. Pay as normal.
• REVIEW: someone should look at the findings before payment.
• BLOCK: don’t pay until the findings are resolved.

To work through REVIEW and BLOCK invoices, see Review findings.