Correct invoice data

Reading a scan or a PDF is not perfect. When Invogi misreads an amount, a date or an invoice number, correct it on the invoice instead of working around a review item that came from the wrong value.

Who can do this

Analysts, admins and owners can correct an invoice’s data in the app. Viewers can see its revisions but not change it.

Analysts correct what the document says about the invoice itself: number, dates, currency, amounts, purchase order reference, buyer and lines. When the invoice has its source document, an analyst can clear exceptions that come from a misread value: uncertain extraction, totals that don’t add up, an unreadable currency, or a failed rule check. You confirm with a checkbox that you compared the values with the document, and that confirmation is recorded on the revision. That moves the invoice from REVIEW to PASS if nothing else is flagged.

Admins and owners can additionally change the supplier and its bank account, and clear any other exception, such as a suspected duplicate, an amount anomaly or a BLOCK. An analyst can still correct the data and see the result with Preview impact; if saving would clear one of those exceptions, ask an admin to apply it.

API keys can’t correct invoices. See Roles and permissions.

Wrong value, or wrong exception?

Correct the data when the value is wrong: the amount, number or date was misread from the document. If the data is right and the exception is simply wrong, for example a real second invoice that looks like a duplicate, mark the review item as a false positive instead (see Resolve review items).

Correct an invoice

1. Open the invoice and click Correct data

   The form opens next to the source document, so you can compare as you type. Change what is wrong: invoice number, dates, currency, amounts, purchase order reference, buyer and lines. Admins and owners also see the supplier and the bank account; leave the IBAN empty to keep the bank account as it is. If net and tax add up to a different gross, the form offers that value.

2. Say why

   A reason is required. It is kept with the correction and shown in the audit timeline.

3. Preview the impact

   Preview impact runs every check against the corrected values and shows the decision, the exceptions it clears and the ones it raises, without saving anything. If saving would need an admin, the preview still shows you the result and says why; Copy this request for an admin puts the changes, your reason and a link to the invoice on your clipboard.

4. Save

   Save correction records the change and runs the checks again. The invoice shows the new decision straight away.

What happens to the decision and review items

A correction is a new revision of the invoice. Every check runs again on the corrected data, so the decision can go up or down. A correction never skips a check, and a review item that is still valid stays with the person who was handling it, without a new notification:

• Duplicate, amount and purchase order checks run against the corrected values. The invoice is never flagged as a duplicate of itself. If you change the supplier, the checks also look at the supplier it was matched to before, so moving an invoice to another supplier cannot hide a duplicate. Each supplier’s history is checked on its own, never pooled with another’s.
• Correcting a past invoice never rewrites what later invoices are compared against. Every number and amount it was analysed under stays in its supplier’s duplicate history, and in the amount history it counts once, as first analysed, so repeated edits cannot shift what is typical.
• A bank account the invoice was flagged for stays flagged on it, however you edit the data, including changing the account and changing it back, or moving the invoice to a supplier that has no accounts yet. It clears when you verify the account with the supplier, or when the supplier the invoice ends up with had used that account before this invoice was analysed.
• For an uploaded document, a compliance exception about the document itself stays, because correcting the data does not correct the file.
• Review items from before the correction are marked superseded. They leave the review queue, stay visible on the invoice, and can’t be reviewed. Reviews you recorded on them stay in the history.

Reviews you already made

A review item that carries over unchanged (the bank-account and document compliance exceptions above) keeps its review, so fixing an unrelated typo does not ask your team to decide again. The review is copied with its original reviewer and a note saying it was carried forward from the earlier revision.

Exceptions that the controls identify again from the corrected data, such as suspected duplicates and amount anomalies, start as open. They are a fresh result on new values, so they need a fresh decision.

Invoices that compare against this one

Review items on other invoices can point at the one you corrected, for example a suspected duplicate of it. Those invoices are not re-analysed for you, but they get a note on their review items saying the related invoice was corrected, with a link, so you re-check the comparison before deciding.

Nothing is overwritten. The Revisions section lists every version of the invoice with what changed, who changed it, why, and the decision each one produced.

When an invoice can’t be corrected

• A payment is recorded against the invoice.
• The invoice was submitted to KSeF.
• A financial outcome is recorded for it. Remove the outcome first if it is wrong.
• It is part of a recovery case.
• One of its review items is confirmed as a real issue. Review that item again first if the confirmation was a mistake, then correct the data.
• Someone else corrected it after you opened it. Reload and try again.
• It has already been corrected 19 times. Every version stays in the history later invoices are checked against, so an invoice can only be edited so often. An admin or owner can still apply corrections beyond that, up to a higher limit.

An invoice imported from your ERP can be corrected in Invogi, but the ERP keeps its own values, so correct them there too. A later sync does not overwrite the correction or import the bill again; Invogi imports each ERP bill once. The invoice page shows which ERP it came from.

From the API

Corrections are made by signed-in users in the app; API keys can’t make them. An integration corrects the data at its source and submits the invoice again. GET /v1/invoices/{invoiceId}/revisions lists an invoice’s revision history and is available to API keys. See the API reference.

When a correction is saved, invoice.analysis.completed is sent again with the new decision, so an integration that holds bills can release or keep its hold.