How to use invoice fields to enrich transaction data

Invoice fields help your team capture key information from supplier invoices and attach it directly to transactions in Soldo. This improves reporting accuracy and makes it easier to match transactions with invoices during reconciliation.

If your plan includes OCR (Optical Character Recognition), Soldo can extract this information automatically when a receipt or invoice is uploaded.

What are invoice fields?

When invoice fields are enabled, a new panel called Invoice details appears in the transaction view. Users can enter or review four types of invoice data:

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

These fields can be filled manually or populated automatically using OCR, depending on your plan.

How to activate invoice fields

1. In the web app, go to Configure > Transaction settings > Transaction fields.
2. Select View next to Invoice fields.
   
3. Use the toggle to activate invoice fields.
   

Once enabled, the Invoice details panel will appear to users when viewing or enriching transactions.

Use invoice fields with or without OCR

If you're using OCR

When a user uploads an invoice, Soldo will extract invoice field data automatically and display a confidence indicator for each field:

• Green: High confidence in the extracted data
  
• Amber: Data may be unclear – please check and confirm
• Red: Data could not be extracted – enter manually
  

Users can always review, edit, or remove any pre-filled values.

To remove all invoice fields: Select Delete details to clear all fields from the transaction.

If you're not using OCR

Users can manually enter invoice fields after uploading a receipt or document.

• If the user selects Invoice as the file type, the Invoice details panel will expand automatically.
  
• If not, users can still open the panel and enter data manually.
  

Control permissions for invoice fields

By default, all standard Soldo roles can view and update invoice fields. If you're using custom roles, you can tailor access:

1. Go to Configure > Permissions.
2. Select the custom role you want to manage.
3. Scroll to the Transaction details section.
4. Choose one of the following options under Invoice fields:
   • Can’t see invoice fields – hidden from users
   • Can see invoice fields – view only
   • Can update or delete invoice fields – full access (default)
     
5. Select Save.

Use invoice fields in reports

After invoice fields are enabled, data will be available in:

• Reports > Transactions (web app)
• Downloaded transaction reports
• Custom template reports (if enabled via the Integrations marketplace)

To include invoice fields in real-time reports:

1. Go to Reports > Transactions.
2. Select the column toggle icon.
3. Choose which fields to show:
   • Invoice number
   • Invoice date
   • PO number
   • Supplier VAT number
     
4. Select Apply.

These fields will now appear in your live data view and any exported reports.