Scan your invoice history
A scan checks a batch of invoices you have already received, against each other and against everything already in your workspace. Use it for a first look at your data, and then monthly if you don’t connect an accounting system.
For a step-by-step walkthrough of your first scan, see Run your first scan. This page covers the details.
Sources
Section titled “Sources”Click New risk scan and pick how to add invoices:
| Source | Use it when |
|---|---|
| Upload a file | You have a CSV or Excel export. Up to 20 MB and 5,000 rows per file. |
| Paste spreadsheet rows | You want a quick test, or your data is already open in Excel or Google Sheets. Include the header row. |
| Connect your accounting system | You want new bills checked automatically, with no file to prepare. This takes you to Integrations. |
Columns and what they unlock
Section titled “Columns and what they unlock”Four columns are required: supplier, invoice number, amount and date. Every optional column switches on more checks:
| Optional column | What it adds |
|---|---|
| Currency | Correct comparison of invoices in different currencies. Rows without one use your base currency. |
| Supplier VAT / tax ID | Recognizes the same supplier under different spellings. |
| IBAN, or sort code + account number | Bank-account change checks. |
| Purchase-order number | Purchase-order checks. |
| Net and tax amounts | Totals checks. |
| External ID (your system’s invoice ID) | Lets you re-upload an overlapping export without importing the same invoice twice. |
Invalid rows
Section titled “Invalid rows”Before anything is analyzed, Invogi validates every row and lists the problems with a reason for each. Either fix them in your file and upload it again, or skip them and analyze the rest.
How scans are counted
Section titled “How scans are counted”- Every workspace can scan 500 invoices of history for free, across as many scans as you like. The upload screen shows how many you have left.
- If a file has more valid rows than you have left, Invogi asks you to upgrade before running, so a scan never stops halfway. Your existing reports stay available.
- Rows whose external ID was imported before are not counted again.
The scan report
Section titled “The scan report”The report shows what was checked and every finding, most serious first. Use the Open, Reviewed and All filters to track your progress. When nothing needs review, the report says Everything looks clear.
To work through findings, see Review findings.