How to Upload My Supplier Bills to the Notch Ordering App

This article will guide you on how to upload and manage your bills in the Notch Ordering App.

The Bills Page

The "Bills" page provides you with an overview of all the verified invoices along with filtering options such as "Supplier", "Due Date", and "Issued Date". You can click into an invoice to see invoice details, and the invoice sync status if you have integration with an accounting software or an inventory management software.

Upload your bills

Notch is backed by the OCR (Optical character recognition) to capture and organize invoice data automatically, and help you to eliminate manual entry, reduce error and simplify your workflows.

To upload your bills, simply click the "Upload bill" button on the top right corner of the "Bills" or "Uploads" page.

You can create your suppliers before uploading any bills, or you can create new suppliers while uploading a bill. Be aware of the difference between an order desk supplier and a supplier for bill parsing only. Find out more here.

Click the "Bills" tab on the left side menu.
Inside the "Bills" page, click the black "Upload bill" button on the top right corner.
From the "Upload a bill" window, you can select a supplier from the dropdown list or create a new supplier if necessary.
On the next box, click to upload or drag files to the box (only .pdf, jpg, .png files are accepted)
Please note that if you are uploading a multi-page invoice, make sure to multi-select the files when uploading from your device. Once the image is uploaded successfully, click the "Submit" button, and you will see a confirmation pop-up in the lower left corner.

The Uploads page

The "Uploads" page is where you can review the parsed invoice.

"Processing" means the invoice is not yet ready for review or sync.
"To Review" indicates the invoice is ready for you to review and sync in the invoice editor.
If the status appears in a red error (e.g., "Cannot Parse" or "Reupload Needed"), this means the uploaded invoice contains missing or invalid information that prevents the system from capturing the necessary data. You may need to re-upload the invoice for proper parsing.

To review an invoice, simply hover over the line of the invoice you wish to review. An arrow will appear; click the arrow, and it will take you to the invoice editor.

Once you are inside the invoice editor, you can click into the "Basic Details" or "Line Items" sections to view and edit the invoice data. Once everything looks correct, you can click the "Sync Bills" button in the lower right corner.

All synced bills can be found in the 'Bills' tab. You can click on an invoice to review its details and sync status.

The "Bills" page is where you can find all of your uploaded and synced invoices.

The "Upload" page is where you can manage your uploaded bills, review, edit, and sync them. The "Upload" queue will be cleared once all invoices are synced. It provides visibility into both pending bills and serves as a place for you to view all your verified bills under the "Verified' tab".

If there is an error, you can hover over it to see the detailed error message.

To delete an upload, click the "..." button next to the invoice and select 'Delete Upload.

Each bill comes with:

A supplier invoice number (which is displayed as the Bill #)
The supplier name
The invoice amount
The invoice issue date and due date (if applicable)
A Notch order number if the bill was attached to an order placed through Notch.

There are multiple ways you can capture your supplier invoices:

Take a clear photo of the paper invoice under proper lighting.
Scan the paper invoice from your scanner.
Upload the digital copy of the supplier invoice in PDF or JPG format.

To achieve the best parsing results, please make sure that the supplier invoices you upload contain the following essential details:

Supplier name
Order delivery date
Invoice number
Items details (item code, item name & unit price)
Taxes (if applicable)
Invoice total

Please find an invoice template below for your reference: