Uploading a Document
Step 1: Under Accounts Payable, click on the + sign next to Bills to open the entry form.
Step 2: Locate the document uploader at the top of the form, above the Summary panel. Drag and drop your file into the upload area, or click the upload area to browse for a file.
Note: Accepted file formats are JPEG, PNG, and PDF. The maximum file size is 10 MB. Only single-page documents are supported.
Step 3: Once the file is received, processing begins automatically. A loading indicator displays while the document is being scanned.
Step 4: When processing is complete, a success message displays and the form fields are populated with the extracted data.
Reviewing Autofilled Data
Step 5: Review the Summary panel. The following fields may be populated from the scanned document:
• Bill Date — extracted from the invoice date on the document.
• Bill No. — extracted from the invoice or receipt ID on the document.
• Summary Description — assembled from the account number, customer number, and/or PO number found on the document
(e.g., "ACCT# 98202, CUST# 09881, PO# AA-1290").
Step 6: Review the Details grid. Each line item from the document is added as a row, including:
• Description — the item name, with quantity and unit price appended when available (e.g., "Apples (5 @ 20.44)").
• Amount — the price for that line item.
Tip: If the sum of detail row amounts does not match the document subtotal, a Subtotal Variance row is automatically added to reconcile the difference.
Note: Additional rows for Tax, Service Charge, Gratuity/Tip, and Shipping and Handling are added automatically when those values are present on the document.
Step 7: Review the Vendor field. GreenSlate attempts to match the vendor on the document to an existing vendor on your project using the following methods, in order:
1. Tax ID match — if a Tax ID is found on the document, an exact match is attempted against project vendors.
2. AI match — if no Tax ID match is found, GreenSlate uses AI to suggest the closest matching project vendor based on name and address.
Note: If no vendor match is found, the Vendor field is left empty. You can select a vendor manually.
Step 8: If a vendor is matched, the Vendor Info section (address, etc.) is populated automatically. If the matched vendor has a default Expense Account configured, that account is applied to all detail rows generated by the autofill.
Warning: The Add PO modal does not appear when a vendor is auto-populated by the autofill. This prevents duplicate rows in the Details grid. You can add PO numbers to individual detail rows manually if needed.
Saving the Bill
Step 9: Make any necessary edits to the autofilled data, then click Submit to save the bill.
Note: The uploaded document is automatically attached to the bill. For new (unsaved) bills, the file is held temporarily until you save. If you cancel without saving, the file is discarded.