Upload a supplier invoice

Overview

A supplier invoice is what you receive from a supplier for materials or services you have bought. MyApprentice supports uploading a supplier invoice (PDF) and running AI extraction so the line items, supplier, totals, and tax are pulled out automatically. Review the extraction, allocate to a PO if relevant, and apply the invoice to inventory.

Who This Workflow Is For

The Sole Trader role.

Before You Start

MFA must be set up — uploading supplier invoices is an MFA-gated action. Have the supplier invoice file ready (PDF). Supplier-invoice uploads consume AI calls against your monthly AI allowance — check the AI usage panel on the Subscription tab.

Step-by-Step Process

Upload and extract

1. In the left sidebar, select Supplier Invoices.
2. Select Upload Supplier Invoice.
3. Complete the MFA prompt.
4. Choose the file (PDF).
5. Consent to AI Processing when prompted — the file is processed by AI to extract supplier, line items, totals, and tax. The consent prompt appears the first time you upload a supplier invoice and is once-off (the consent button is labelled I Agree).
6. (Optional) PO Allocation — link to a Purchase Order if you use POs.
7. The AI extraction runs and produces a draft supplier invoice.

Manual entry alternative

If you prefer not to use AI extraction, select Manual entry and enter supplier, invoice number, date, line items, totals, and tax manually.

Review and apply to inventory

1. Review the header fields — supplier, invoice number, date, total, tax. Fix anything AI got wrong.
2. Review each extracted line. Match it to a material from your library, or select Create Material from Unmatched Line to add the material to the library.
3. Where the supplier sells in a different unit (boxes of 12 vs individual units), use Review Unit Conversion to set the conversion ratio.
4. Edit any extracted line where the detail is wrong.
5. (Optional) Link PO to Supplier Invoice if you allocated a PO during upload.
6. Once every stock-impacting line is matched and corrected, select Apply Invoice to Inventory.
7. MyApprentice updates the on-hand quantity for each matched material and records the stock transaction. The supplier invoice moves to Applied status.

Manage suppliers

The Suppliers sidebar item is the Supplier Library. Add new suppliers with Add Supplier (name, contact, email, phone, address). Edit existing suppliers as their details change.

What Happens Next

Stock counts reflect the goods received. Stock Transactions on Materials shows the new entries with the supplier invoice as the source. The supplier invoice is recorded against your accounts for reporting and reconciliation.

Common Issues

• AI extraction wrong. Edit the extracted line details, Reprocess, or switch to manual entry.
• Stock quantity wrong after applying. Check unit conversion on the affected line.
• Material missing from library. Use Create Material from Unmatched Line to add it inline.
• Cannot apply. Match every stock-impacting line first.
• Failed extraction. Use Reprocess or enter manually.
• Hit the AI allowance. Each supplier-invoice upload consumes AI calls. Check the AI usage panel.

Related Guides

• Create and manage materials
• Manage your subscription (for AI usage)
• Set up MFA (if you have not already)