Supplier invoices
Every supplier lays an invoice out differently, and none of them lay it out like your accounting system. The work is not reading any one invoice — it is reading two hundred of them into the same shape.
What a row is
One invoice. If a supplier sends a statement covering several invoices, that is a different document and a different table — a statement row cannot answer “what is this line for?”. Where an invoice arrives with a delivery note or a timesheet backing it up, put them in a bundle so the row can answer from the evidence as well as the summary.
The starting columns
This is the Finance & Accounting preset, and the first template the app offers when a new table has no columns:
| Column | Type | Prompt |
|---|---|---|
| Supplier | Text | What is the name of the supplier issuing this invoice? |
| Invoice Number | Text | What is the invoice number? |
| Invoice Date | Date | What date was this invoice issued? |
| Due Date | Date | What date is payment due? If only payment terms are stated, give the date they imply from the invoice date. |
| Total Amount | Number | What is the total amount payable, including tax? Answer as a number in the invoice currency. |
| Tax Amount | Number | How much VAT or sales tax is charged on this invoice? Answer as a number, or 0 if none is charged. |
| Line Items | List | List the goods or services billed on this invoice, one entry per line item. |
| Purchase Order Referenced | Text | What purchase order number does this invoice reference, if any? |
What it looks like filled in
| Row | Documents | Supplier | Invoice no. | Due | Total | Tax |
|---|---|---|---|---|---|---|
| Ashford Print — 4471.pdf | Ashford Print Ltd p.1 | INV-4471 p.1 | 30 Apr 2026 p.1 | 1,842.00 p.1 | 307.00 p.1 | |
| Northgate Supplies.pdf | Northgate Supplies p.1 | 2026-0338 p.1 | 15 Apr 2026 p.1 | 624.50 p.2 | 104.08 p.2 | |
| Kelso Contracting.pdfTimesheet — wk12.pdf | Kelso Contracting p.1 | KC/1180 p.1 | 28 Apr 2026 p.1 | 7,950.00 p.1 | 1,325.00 p.1 | |
| Cloud hosting — EU.pdf | Meridian Cloud BV p.1 | MC-99214 p.1 | 10 Apr 2026 p.1 | 412.00 p.1 | 0.00 p.1 |
Setting it up
- One workspace per period or per entity, and upload the whole folder. Reading is charged once, so there is no saving in uploading only the invoices you think are queried.
- Create the table and take the Supplier invoices template. Delete the columns you do not need — an unused column is not free once you run it.
- Run five invoices from five different suppliers, deliberately including your worst-formatted one. Open every cell.
- Fix the prompts against what you saw, then run the rest. Tax and due date are the two that usually need a second pass.
Columns worth adding
- Currency as a category with the currencies you actually receive. The total column is a number and a number has no currency; without this, a €412 invoice and a £412 invoice sort identically.
- Net amount as a number, beside total and tax. It is the figure that goes to the ledger, and asking for it directly beats subtracting two extracted numbers and hoping both were right.
- Cost centre or project as a category, where your suppliers quote one. This is the column that turns a purchase ledger into something the budget holder will read.
- Payment terms as text, separate from the due date. When a due date looks wrong, the terms column is how you tell whether the invoice was ambiguous or the prompt was.
What to check before relying on it
- Totals and subtotals sit next to each other. An invoice with a discount, a delivery charge and a tax line has four plausible “totals” on the page. The prompt asks for the amount payable including tax; check that is what came back, on an invoice with every one of those lines.
- Due dates are often implied rather than printed. The prompt asks the model to derive one from the payment terms where no date is given, which is a calculation, not a reading. On anything you are going to pay from, verify against the terms.
- Zero tax and no tax look the same in a number column. A reverse-charged or zero-rated invoice and one where the tax simply was not found both read as 0. Keep a tax-note column if that distinction matters to your return.
- Work the low-confidence list first. On invoices it correlates strongly with a scan that came out badly, which is worth knowing before you trust anything else on that row.
What this does not do
Ragextract reads what a document says and shows you where it said it. It does not post to your accounting system, does not match an invoice against a purchase order or a delivery note, does not detect duplicates, and does not pay anything. What it produces is a table you can read, filter and export — the checking and the posting stay where they are.
Roughly what it costs
Two hundred invoices averaging 2 pages is 400 pages — 400 credits, $1, once. Seven typed columns across two hundred rows is 5,600 credits, and the line-items list column is a further 2,400, because a list column costs more per cell than a typed one. About $21 for the month at par, and materially less with a bulk top-up — drop the line-items column if you only need the totals and it is $16. See how credits work.
The template’s prompts are illustrative starting points, not accounting or tax definitions, and nothing here is advice about your books or your VAT return.