Upload

  1. Open Finance and choose Upload documents.
  2. Drop one or more files, or choose Choose files. Supported formats: PDF, JPG, PNG, TIFF, MSG, EML, XML and UBL. An email (.msg or .eml) with the invoice attached works too.
  3. Select the file type per file, or for all files at once, so Tubes recognises the right data.
  4. Choose Process all, or process files one by one.

Each file shows Pending, Processing, Processed or Error. Open a processed file with View Details to see the transaction Tubes created.

What OCR extracts

Supplier, invoice number, invoice date and due date, currency, subtotal, VAT and total, IBAN and the invoice lines. UBL and XML invoices are read directly without OCR and are always exact. For PDFs and images the extraction depends on the quality of the document: check the amounts before you link the lines.

Duplicates

When a new invoice looks like one that already exists (same supplier, same invoice number or amount), Tubes marks it as Duplicate and names the transaction it duplicates. Delete the copy, or keep it if it really is a second invoice.

After the upload

The transaction is now in Review & Issues or, when everything was recognised, ready for linking. Give the lines a cost type and project, link them to a purchase order if there is one, and the approval rules run. See Link a cost to the budget.

Suppliers can upload themselves

A supplier with portal access can submit an invoice directly, review the extracted data and send it to your controller. See Submit an invoice through the portal.

Note: PDF extraction needs an AI assistant configured for the account. If the upload screen says PDF processing is unavailable, an administrator sets it up under Settings > Assistants. UBL and XML uploads keep working regardless.