Scanning Invoices

Overview

NEXOS processes vendor invoices from any supplier, in any format — PDFs, photographs, scanned images, and email attachments. NexosIQ, our proprietary extraction engine, identifies and captures all critical data fields with enterprise-grade accuracy.

Supported Formats

• PDF (single and multi-page)
• JPEG, PNG, HEIC (mobile photos)
• TIFF, WebP
• Email attachments (all above formats)

Captured Fields

NexosIQ extracts the following fields from every invoice:

• Vendor name and address
• Invoice number
• Invoice date and due date
• Line items (description, quantity, unit, unit price, line total)
• Subtotal, tax, and total amount
• Purchase order number (when present)
• Payment terms

How NexosIQ Processes Your Invoice

Phase 1 — Image Preprocessing

Every document is automatically optimized before extraction: auto-rotation (EXIF correction), histogram normalization, sharpening, brightness adjustment, and resizing to optimal resolution. This ensures NexosIQ receives the clearest possible input regardless of source quality.

Phase 2 — Extraction

NexosIQ performs an initial full extraction pass, applying explicit digit rules, unit and quantity splitting (e.g., 3GAL → qty: 3, unit: GAL), mathematical cross-checks on line totals, and date normalization.

Phase 3 — Verification

A second independent pass reviews the extracted data against the original document, assigning a confidence score (0–100) to every field. Results from both passes are reconciled to maximize accuracy.

Phase 4 — Results

Extracted data is displayed with per-field confidence indicators. Fields at 95%+ confidence display a green dot. Fields below 95% display a yellow dot and are flagged for review.

Upload Methods

Dashboard Upload

From the Invoices page, click Upload Invoice or drag and drop your file directly onto the page. Processing begins immediately.

Bulk Upload

Select multiple files and upload simultaneously. Each document is processed independently in parallel.

Email Ingestion

Forward invoices directly from your email client. See Email Ingestion for setup instructions.

Mobile Capture

Photograph invoices in the field using the NEXOS iOS app. Documents sync to your account instantly.

Partner API

Submit invoices programmatically. See Partner API.

Approval Workflow

Invoices can be routed through an approval workflow before syncing to your accounting platform. Configure approval requirements in Settings → Approvals. Approved invoices sync automatically; declined invoices are flagged with a reason for the submitter.