Capturing Supplier Invoices

Overview

When you receive an invoice from a supplier, MyApprentice can capture it, extract the supplier and line items using AI, let you review and correct, then apply the materials to your inventory — keeping your stock levels and cost history accurate.

Who uses this feature

Business Owners, Sole Traders, Admin, and Supervisors upload, review, and apply supplier invoices. Finance has view-only access — Finance can review supplier-invoice records but cannot upload, consent to AI extraction, allocate POs, or apply to inventory. MFA is required to upload. Tradies and Apprentices cannot access supplier invoices.

When to use this feature

• A supplier invoice arrives by PDF, photo, or scanned image.
• You want a supplier’s purchase recorded in your inventory.
• You want supplier history kept in MyApprentice for auditing.

What you can do with this feature

• Maintain a Supplier library (add, edit, delete, restore).
• Upload supplier invoices for AI-assisted extraction, or enter them manually.
• Consent to AI processing the first time you upload.
• Review and correct extracted data.
• Match invoice lines to materials, or create new materials from unmatched lines.
• Apply the invoice to your inventory.
• View a supplier’s invoice history from the Supplier library.

How the feature works

Open the Supplier library

1. From the left sidebar, select Suppliers.
2. Review the list of supplier records.
3. Click the receipt icon on a supplier row to jump to Supplier Invoices filtered by that supplier.

Add a new supplier

1. Select Add new supplier.

2. Complete the Add New Supplier form:

   Field	Notes
   Supplier Name	Required — used for matching during invoice upload
   ABN	Australian Business Number
   Supplier Email	Contact email
   Supplier Contact Number	Phone
   Supplier Website	URL
   Supplier Address	Physical address

3. Save the supplier.

Edit or delete a supplier

• Click an existing supplier to open the edit form, update fields, and save.
• Use Delete on the edit view to soft-delete. Supplier invoice history remains intact after deletion. A deleted supplier can be restored from Document History → Deleted Items.

Upload a supplier invoice (AI-assisted)

1. Open Supplier Invoices from the sidebar.
2. Select Choose File, then select the PDF from your device.
3. Select Open, then Upload Invoice.
4. If this is your first upload, review and accept the AI consent prompt — this allows MyApprentice to read and extract supplier and line item data.
5. Wait for the invoice to process. It will appear ready for review.

Manual entry of a supplier invoice

1. Open Supplier Invoices and select Manual Entry.
2. Select the Allocation Mode — one target (job), restock, or split across multiple jobs.
3. Select the Target Type (Job) and choose the record, or Skip for now.
4. Enter invoice header details: supplier name, ABN, invoice number, date, document type, totals (ex GST, GST, total incl GST).
5. Select the Invoice Type (equipment, materials, subcontractor invoice, or other costs).
6. Select Switch to Detailed Edits.
7. Select Add Line and enter line description, quantity, and unit for each line item.
8. Save or proceed to review.

Consent to AI processing

The consent prompt appears the first time you upload a supplier invoice file. Once accepted, subsequent uploads proceed without prompting unless consent settings change.

Review and correct extracted data

After AI extraction (or manual entry), MyApprentice presents the supplier name, ABN, invoice number, date, totals, and line item details for your review before inventory is updated. Step through the lines and correct any extraction errors.

Apply to inventory

Once reviewed, confirm the invoice. Inventory stock levels are updated to reflect the received materials, and a stock transaction is recorded — visible in Inventory → Transactions.

Role-specific notes

• Business Owner / Sole Trader / Admin / Supervisor: upload, review, and apply.
• Finance: view only — can review supplier-invoice records but cannot upload, apply to inventory, or create materials from unmatched lines.
• Tradie / Apprentice: no access to supplier invoices.

Related workflows

• Securing Your Account with MFA (required)
• Managing Materials, Items, and Inventory
• Document History and Deleted Items
• Reviewing Your Subscription and Billing (AI usage)

Important notes

• MFA must be set up before you can upload supplier invoices.
• AI extraction is a starting point — always review and correct before applying.
• Files must be PDF, not password-protected.
• Supplier-invoice uploads consume AI calls from your monthly allowance — check AI usage on the Subscription tab if you are heavy users.
• AI consent is required the first time you upload and is once-off — the consent button is labelled I Agree.