Invoice: Input Channels

Invoices can enter Invoice through several channels. The goal is to capture relevant documents early and process them through the same controlled workflow.

Overview

Channel	Typical use
E-mail	Suppliers send invoices to a defined invoice mailbox.
Scan	Paper documents are digitized and imported.
Drag and drop	Users upload individual invoices manually.
Import folder	Files are picked up from a monitored folder.
Interface	External systems transfer documents or metadata technically.

E-Mail Intake

The e-mail import collects messages and attachments from a configured mailbox. Typically, PDF invoices and relevant attachments are recognized, stored, and passed to invoice processing.

After import, centraQuest can:

• store the e-mail document,
• extract attachments,
• recognize invoices,
• start OCR or analysis,
• check for duplicates,
• show the invoice in the dashboard,
• create a workflow or task.

If an expected invoice does not appear, first check whether the e-mail really arrived in the correct mailbox and whether the attachment has a supported format.

Scan Intake

Paper documents can be scanned and imported. Depending on the installation, scan processing may include barcode splitting, QR-code recognition, or OCR.

After scanning, check:

• pages belong to the correct invoice,
• image quality is sufficient for OCR,
• barcodes or separator pages were recognized,
• the invoice landed in the correct client or inbox.

Drag and Drop

Drag and drop is useful for individual invoices, late attachments, special cases, or tests.

Typical flow:

1. Open the relevant Invoice area.
2. Drop the file onto the upload area.
3. Wait until upload is finished.
4. Open the invoice in the dashboard or inbox.
5. Check recognized data.

Drag and drop is practical, but it does not necessarily replace controlled e-mail or scan processes for high volumes.

Interface Import

Some installations receive invoices or master data through interfaces. An external system can transfer files, metadata, or references.

Interface imports depend strongly on:

• correct client mapping,
• unique technical IDs,
• supported file formats,
• complete mandatory fields,
• stable connection to the source system.

After Import

After import, an invoice usually passes through several processing steps:

1. Store the document.
2. Generate preview or OCR.
3. Read metadata.
4. Recognize supplier or address.
5. Recognize amount, currency, date, and references.
6. Propose accounting assignment or AI rule.
7. Set status.
8. Start task or workflow.

Not all steps are completed immediately. An invoice can be visible while OCR, preview, or analysis is still running.

Typical Import Problems

Symptom	Possible cause
Invoice does not appear	Wrong mailbox, filter, job did not run, unsupported file.
Invoice is visible but not analyzed	OCR or analysis is still running or failed.
Several invoices were imported as one	Scan splitting, barcode, or separator pages were not recognized.
Invoice is in the wrong client	Import rule, user default, or interface mapping should be checked.
Attachment is missing	E-mail attachment was filtered, unsupported, or stored separately.