Invoice OCR for Sage bookkeeping teams
Capture invoice header fields and line items, then apply validation rules so the exported data is consistent and ready for review and posting.
Export structure
Export supplier/vendor details, invoice references, dates, totals, and line items. If you code expenses by category/account, include a column for account/category and keep it consistent.
Coding + approvals workflow
Use OCR extraction for fast capture, then route exceptions (missing fields, mismatched totals, unknown suppliers) to review. Clean coding fields make downstream posting and reporting far easier.
Validation checks that matter
Check required fields, reconcile totals, and flag duplicate invoice numbers per supplier. These rules prevent downstream corrections and reduce the risk of paying the wrong amount.
Common errors (and how to avoid them)
- Inconsistent account/category coding across invoices.
- Supplier naming differences create duplicate vendors.
- Total mismatches caused by missing tax/discount fields.
FAQ
What makes exports Sage-friendly?
Consistent supplier naming, clean date formats, stable coding fields, and totals that reconcile.
Can I use this for approvals?
Yes. The key is routing exceptions to review and only exporting clean, validated rows for posting.
How should I handle tax?
Keep tax explicit when possible (tax amount and/or tax code) and reconcile subtotal + tax to total before export.
How do I reduce manual cleanup?
Standardize vendor names, enforce required fields, and use reconciliation checks so bad rows are caught early.