Add or automatically capture invoice data for your transactions

Invoice fields help you capture key information from your supplier invoices and link it directly to your transactions. This means less manual input, better data consistency, and more accurate reporting. If you're using OCR (Optical Character Recognition), we’ll even extract this information for you automatically when you upload your invoice.

You'll be able to manage your Invoice fields configuration from a new section in the Web app called Transaction fields. We've also moved some existing features here too so you'll now have a single place from where you can manage related fields for transaction enrichment.

Note: We’ve moved the Lists feature into the new Transaction fields section. You’ll now find it under Configure > Transaction fields > Lists.

What are Invoice fields?

When you enable Invoice fields, you’ll see a new panel on your transactions called Invoice details. Here, you can add four types of invoice data:

• Invoice number
• Invoice date
• PO (Purchase Order) number
• Supplier VAT number

If you're using our OCR feature, we'll automatically extract these fields from the invoice and pre-populate them for you.

How automatic extraction works

If your plan includes OCR, we’ll scan the uploaded invoice and automatically extract the Invoice fields for you. Once extracted, we’ll show confidence indicators to help you verify the data.

• Green indicator: We're confident the extracted data is correct.
  
• Amber warning: The data might be unclear. Check and confirm the information we've extracted.
  
• Red warning: We couldn't extract the data. You’ll need to enter it manually.
  

You can always manually edit or remove the pre-populated data from each field if it’s not needed or you need to make any adjustments.

If you want to clear all pre-populated Invoice fields, you can select the Remove invoice details option to clear all Invoice fields.

Manual entry without OCR

Even if you don’t have the OCR feature, you can still add invoice details manually. When you upload an invoice and choose the Invoice option, we’ll automatically expand the Invoice details panel so you can enter the data.

If you upload a file but don’t select this option, you’ll still be able to open the panel and add the fields yourself, we just won't automatically expand the panel.

How to activate Invoice fields

1. Log in to the web app.
2. From the left-side menu, select Configure > Transaction fields.
   
3. Next to Invoice fields, select View.
   
4. Select the toggle.
   

Once active, the Invoice details panel will appear for all users when viewing or enriching transactions.

Don’t see the option to toggle Invoice fields?

If your current plan doesn’t include Invoice fields, you’ll still see the View button. When selected, you’ll receive a message explaining your upgrade options.

Can I control who can see and update Invoice fields?

When you activate the Invoice fields feature, all default Soldo roles will be able to view and update the Invoice fields.

If you're using custom roles, you'll be able to refine the permissions to suit your requirements. You'll be able to choose from these permissions:

• Can't see invoice fields - users will not see the invoice fields in their transaction details.
• Can see invoice fields - users will be able to see the invoice fields but not update or delete them.
• Can update or delete invoice fields - users will be able to view, update and delete invoice fields (default permission for Soldo default roles).

To update the invoice field permissions for a custom role:

1. From the left-side menu, select Configure > Permissions.
   
2. Select the custom role you want to update.
   
3. Scroll down to the Transaction details section.
   

4. Under the Invoice fields section, select the dropdown and choose the permission you'd like to set for this custom role.

   Note: You'll need to make sure you've activated the Invoice fields feature first before trying to update the permissions.

   

5. Select Save.
   

View Invoice fields in Reports

If you've activated the Invoice fields feature, you'll be able to view any automatically captured or manually entered invoice data in your reports. The guide below describes how you can toggle the Invoice fields visibility in Reports > Transactions.

1. From the left-side menu, select Reports > Transactions.
2. Select the icon to toggle column visibility.
   
3. Choose the fields you'd like to include in your reports. You can choose to include:

• Invoice number
• Invoice date
• PO number
• Supplier VAT number

4. After making your selection, select Apply.
5. You'll now see your Invoice fields in your real-time reports and any reports you choose to download from here.
   

Invoice fields in Custom template reports

If you're using the Custom template reporting feature available from Integrations marketplace, you'll also be able to toggle Invoice fields for these reports.

Invoice fields help you capture key information from your supplier invoices and link it directly to your transactions. This means less manual input, better data consistency, and more accurate reporting. If you're using OCR (Optical Character Recognition), we’ll even extract this information for you automatically when you upload your invoice.

You'll be able to manage your Invoice fields configuration from the Configure > Transaction settings > Transaction fields section in the Web app.

What are Invoice fields?

When you enable Invoice fields, you’ll see a new panel on your transactions called Invoice details. Here, you can add four types of invoice data:

• Invoice number
• Invoice date
• PO (Purchase Order) number
• Supplier VAT number

If you're using our OCR feature, we'll automatically extract these fields from the invoice and pre-populate them for you.

How automatic extraction works

If your plan includes OCR, we’ll scan the uploaded invoice and automatically extract the Invoice fields for you. Once extracted, we’ll show confidence indicators to help you verify the data.

• Green indicator: We're confident the extracted data is correct.
  
• Amber warning: The data might be unclear. Check and confirm the information we've extracted.
  
• Red warning: We couldn't extract the data. You’ll need to enter it manually.
  

You can always manually edit or remove the pre-populated data from each field if it’s not needed or you need to make any adjustments.

If you want to clear all pre-populated Invoice fields, you can select the Remove invoice details option to clear all Invoice fields.

Manual entry without OCR

Even if you don’t have the OCR feature, you can still add invoice details manually. When you upload an invoice and choose the Invoice option, we’ll automatically expand the Invoice details panel so you can enter the data.

If you upload a file but don’t select this option, you’ll still be able to open the panel and add the fields yourself, we just won't automatically expand the panel.

How to activate Invoice fields

1. Log in to the web app.
2. From the navigation menu, select Configure > Transaction settings.
3. Select the Transaction fields tab.
4. Next to Invoice fields, select View.
   
5. Select the toggle.
   

Once active, the Invoice details panel will appear for all users when viewing or enriching transactions.

Don’t see the option to toggle Invoice fields?

If your current plan doesn’t include Invoice fields, you’ll still see the View button. When selected, you’ll receive a message explaining your upgrade options.

Can I control who can see and update Invoice fields?

When you activate the Invoice fields feature, all default Soldo roles will be able to view and update the Invoice fields.

If you're using custom roles, you'll be able to refine the permissions to suit your requirements. You'll be able to choose from these permissions:

• Can't see invoice fields - users will not see the invoice fields in their transaction details.
• Can see invoice fields - users will be able to see the invoice fields but not update or delete them.
• Can update or delete invoice fields - users will be able to view, update and delete invoice fields (default permission for Soldo default roles).

To update the invoice field permissions for a custom role:

1. From the navigation menu, select Configure > Permissions.
2. Select the custom role you want to update.
   
3. Scroll down to the Transaction details section.

4. Under the Invoice fields section, select the dropdown and choose the permission you'd like to set for this custom role.

   Note: You'll need to make sure you've activated the Invoice fields feature first before trying to update the permissions.

   

5. Select Confirm.

View Invoice fields in Reports

If you've activated the Invoice fields feature, you'll be able to view any automatically captured or manually entered invoice data in your reports. The guide below describes how you can toggle the Invoice fields visibility in Reports > Transactions.

1. From the navigation menu, select Reports > Transactions.
2. Select the icon to toggle column visibility.
   
3. Choose the fields you'd like to include in your reports.
   
   You can choose to include:

• Invoice number
• Invoice date
• PO number
• Supplier VAT number

4. After making your selection, select Save.
5. You'll now see your Invoice fields in your real-time reports and any reports you choose to download from here.

Invoice fields in Custom template reports

If you're using the Custom template reporting feature available from Integrations marketplace, you'll also be able to toggle Invoice fields for these reports.