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. You then review the extraction, allocate to a PO if relevant, and apply the invoice to inventory. Manual entry is also supported where AI extraction is not used.

Who This Workflow Is For

This workflow applies to the Business Owner, Admin, and Supervisor (where supplier-invoice permissions are granted). Finance has view-only access to supplier invoices — Finance cannot upload. Tradies and Apprentices have no access. MFA is required.

Before You Start

MFA must be set up on your account — uploading supplier invoices is an MFA-gated action. See Set up MFA. Have the supplier invoice file ready (PDF). Note that supplier-invoice uploads consume AI calls against your monthly AI allowance — check the AI usage panel in Review your subscription and billing if you are near your limit.

Step-by-Step Process

1. In the left sidebar, select Supplier Invoices.
2. Select Upload Supplier Invoice.
3. Complete the MFA prompt — uploading supplier invoices is MFA-gated.
4. Choose the file to upload (PDF of the supplier invoice).
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 the upload to a Purchase Order if your business uses POs — select the PO from the dropdown or Link PO to Supplier Invoice afterwards.
7. The AI extraction runs and produces a draft supplier invoice with extracted fields.

Alternative — Manual entry

1. Where AI extraction is not appropriate, select Manual entry instead of uploading the file.
2. Enter the supplier, invoice number, date, line items, totals, and tax manually.
3. Save the draft.

If extraction fails or you need to reprocess

1. Open the failed or partial supplier invoice.
2. Use Reprocess to retry AI extraction, or switch to Manual entry to complete the record.

What Happens Next

You now have a draft supplier invoice with the extracted (or manually entered) data. The next steps are reviewing the extracted lines, matching them to materials, and applying the invoice to inventory — see Apply a supplier invoice to inventory. The AI extraction is not always perfect — review carefully before applying.

Common Issues

• MFA prompt blocks the upload. Set MFA up on your own account first — see Set up MFA.
• AI extraction missed fields. Open the draft and edit the extracted line details — see the Edit extracted line details step in Apply a supplier invoice to inventory. You can reprocess the file or switch to manual entry.
• Hit the AI allowance. Each supplier-invoice upload consumes AI calls. The AI usage panel on the Subscription tab shows your remaining allowance.
• Supplier not in the library. Add the supplier — see Manage suppliers — or create the supplier inline during the upload review.
• File too large. Try a smaller PDF (re-export at a lower resolution or compress before uploading).

Related Guides

• Apply a supplier invoice to inventory
• Manage suppliers
• Create and manage materials
• Review your subscription and billing
• Set up MFA