Invoice Intake

Invoice Intake is how supplier invoices enter PayInvoice Next. Whether a supplier emails a PDF, uploads through the portal, or submits via API — every invoice lands in the Invoice Inbox, receives a unique tracking number, and moves through automated data extraction before it is ready for matching.

What Would You Like to Do?

Task	Description
Submit an Invoice via Email	Forward or have suppliers send invoices to your designated email address
Submit an Invoice via Portal	Upload invoices manually or through the Supplier Portal
Intake Field Reference	Every field on the Invoice Inbox form explained
Intake FAQ & Troubleshooting	Common questions, error messages, and solutions

How Intake Works

Every invoice follows the same lifecycle regardless of how it arrives:

Invoice Received → Invoice Inbox Created → Tracking Number Assigned
       ↓
OCR Processing (automatic data extraction)
       ↓
Supplier Matching (auto-identified by GSTIN, PAN, or email)
       ↓
Duplicate Check (prevent double-processing)
       ↓
IPU Record Created → Ready for 3-Way Matching

1. Receive. The invoice arrives via one of the supported channels — Email, Portal, API, Batch Upload, GSTR-2B import, or Digital Mailroom.
2. Register. PayInvoice Next creates an Invoice Inbox record with a unique tracking number and records the source channel, received date, and file details.
3. Extract. The OCR engine reads the invoice PDF and extracts key fields: invoice number, date, supplier details, GSTIN, line items, quantities, rates, tax amounts, and totals.
4. Match supplier. The system automatically matches the invoice to a registered supplier using GSTIN, PAN, email address, or name.
5. Check duplicates. The system checks whether this invoice has already been submitted — comparing file hash, invoice number, supplier, and amount.
6. Create IPU. Once extraction is complete and validated, an IPU record is created and moves to the 3-Way Matching stage.

Supported Intake Channels

Channel	How It Works
Email	Supplier sends or you forward an invoice to a designated email address. The system picks up the attachment automatically.
Portal	Suppliers log in and upload invoices directly. You can also upload manually within PayInvoice Next.
Batch Upload	Upload multiple invoices at once using the batch upload feature. Progress is tracked per file.
GSTR-2B Import	Structured import from the GST portal — no OCR needed since data arrives pre-extracted.
Digital Mailroom	E-invoices received from the GST portal with IRN data. PDF is linked after arrival.
API	External systems submit invoices programmatically via the intake API.

Common Scenarios

Scenario	What to Read
Setting up email-based invoice submission	Submit an Invoice via Email
Uploading a batch of 50 invoices at once	Submit an Invoice via Portal
OCR failed on an invoice	Intake FAQ & Troubleshooting
Understanding what each Inbox field means	Intake Field Reference

Related Pages

• IPU Overview — The complete Invoice Processing Unit guide
• 3-Way Matching — What happens after intake is complete
• Purchase Invoice — The final document created from a processed invoice