Invoice Review is a full-screen workflow for processing supplier invoices received by email. When a vendor sends an invoice to your VoltPro inbox address, VoltPro uses OCR to extract every line item from the PDF and match it against your material catalog. You confirm matches, handle any items that need attention, and save — which instantly updates your catalog pricing.
How does Invoice Review open?
Invoice Review opens when you open an inbox item that contains one or more uploaded invoice PDFs. If the inbox item has multiple PDFs, they are processed one at a time in the same session — the review automatically advances to the next document after you save.
Understanding the Invoice Review layout
The modal has three zones:
- Header — document navigation arrows, the current filename, and the Save button.
- PDF panel (left) — the original invoice rendered as a scrollable PDF, exactly as received.
- Right panel — metadata fields at the top, review content below.
Header controls
- Close (×) — prompts a discard confirmation before closing. Unconfirmed items are not saved.
- Left/Right arrows — navigate between multiple documents in the same inbox item. Only visible when more than one document is present.
- Document name — the filename of the current PDF.
- Save & Next Invoice / Save & Complete — the primary action. The label changes depending on whether additional incomplete documents remain.
Filling in invoice metadata
The metadata bar sits directly below the header on the right side. Fields are pre-filled from OCR output when available and can be edited at any point during review.
| Field | Notes |
|---|---|
| Vendor | Required before saving. Searchable dropdown of your distributors. |
| Invoice # | The invoice number from the supplier. |
| PO # | Your purchase order number, if present on the invoice. |
| Total | Invoice grand total. |
Creating a new vendor inline: If the vendor doesn’t exist yet, click New vendor in the dropdown. A drawer opens so you can create the vendor without leaving the review flow. The new vendor is automatically selected when you save.
Working through items that need attention
The Needs Attention section lists every line item OCR couldn’t confidently match to your catalog automatically. A progress bar tracks how many items you’ve resolved. Keyboard shortcuts are shown at the top of this section: Esc collapses the current card, Shift+↑/↓ moves between items.
Each attention item is an expandable card — click to expand it.
There are two item types in this section:
- Review — OCR found a possible catalog match, but confidence isn’t high enough to auto-confirm.
- New — No catalog match was found at all.
Matching an item to an existing catalog material
When OCR finds possible matches, the expanded card opens in Search mode:
- Possible Matches — pre-populated with OCR-suggested catalog entries. Each option shows the product name and unit price.
- Search Materials — type at least 2 characters to search your full catalog. The dropdown switches from suggestions to search results.
- Unit Price — pre-filled from the invoice. Click the pencil icon to override.
- Unit — pre-filled from the invoice. Click the pencil icon to override.
Price delta callout: If the invoice price differs significantly from your current catalog price, a callout appears:
- Amber warning — the invoice price is higher than your catalog price.
- Blue info — the invoice price is lower than your catalog price.
Once you’ve selected the right match:
- Confirm — saves the match. The item moves to Matched Items and the progress bar advances.
- Skip — removes the item from the attention list without updating the catalog.
- Create new material — switches to Create mode if no existing match fits.
Creating a new catalog material from an invoice line
If no catalog match exists, or you want to add this as a new entry, click Create new material to switch to Create mode:
- Material Name — pre-filled with a normalized version of the invoice description. Edit it to match your naming conventions.
- Unit Price — pre-filled from the invoice.
- Create Material — saves the new catalog entry and confirms the item.
- Skip — skips without creating.
- Search existing materials — switches back to Search mode.
Reviewing auto-matched items
The Matched Items section shows items that OCR matched with high confidence automatically, plus any items you’ve confirmed manually. No action is required for auto-matched items.
Each row shows: SKU (if present) · invoice description → catalog name.
Hover any row to see a popover with full match details: invoice line description, unit cost, catalog match name, catalog unit cost, and price delta (if any).
- Click a row to highlight that line in the PDF panel on the left.
- Undo (↺) — visible on manually confirmed items only. Sends the item back to Needs Attention so you can change your decision.
Using the PDF panel
The PDF panel displays the original invoice. Multiple pages stack vertically and are scrollable.
- Download button (top-right of the PDF panel) — opens the original file in a new tab.
- Hover highlight — when you hover over a line item in the review panel, the PDF automatically scrolls to that line and draws a highlight box over it using OCR position data.
Saving the review
Click Save & Next Invoice (if more documents remain) or Save & Complete (when this is the last one).
What happens when you save:
- Invoice metadata (Invoice #, PO #, Total) is saved to the document record.
- All confirmed items update your catalog pricing. New materials are added to your catalog.
- Skipped items are recorded but do not affect the catalog.
- If another incomplete document exists in the inbox item, the review advances automatically.
- When all documents are complete, the inbox item is marked done and the modal closes.
Discarding: Click × in the header. A confirmation dialog appears: “Discard Changes — Any unconfirmed items will not be saved.” Items you already confirmed and saved earlier in the session are not affected by discarding.
Viewing a previously reviewed invoice
If a document has already been reviewed, the right panel shows a read-only summary. All metadata fields are not editable.
The summary shows:
- A stat line — e.g. 8 saved · 2 skipped · 1 not reviewed
- Every line item with its outcome: ✓ confirmed, ⊖ skipped, ⏱ not reviewed
- For confirmed items: the catalog name and price the item was matched to
Hovering a confirmed item shows the same match popover as in review mode.
Reset to Review — click this to reopen the document for editing. All previous decisions for that document are cleared and you can re-review it from scratch.
Navigating multiple documents in a completed inbox item
When viewing a completed inbox item that has multiple documents:
- Next Unreviewed — jumps to the next document that hasn’t been reviewed yet.
- All Complete (disabled) — shown when every document in the item is complete.
Frequently Asked Questions
How do I get supplier invoices into VoltPro for review? Forward the invoice email (with the PDF attached) to your VoltPro inbox address. VoltPro will parse the attachment and create an inbox item ready for review.
What file types does Invoice Review support? Invoice Review processes PDF attachments. For best OCR results, use digital (text-based) PDFs rather than scanned image PDFs.
Does VoltPro match items automatically, or do I have to confirm everything? Items with high OCR confidence are auto-matched and require no action. Items with lower confidence appear in Needs Attention for you to confirm, skip, or create as new materials.
What happens to items I skip? Skipped items are recorded on the document but do not update your catalog. You can see their status in the read-only summary after saving.
Can I undo a confirmed match after saving? After saving, open the inbox item and click Reset to Review to clear all decisions for that document and re-review it from scratch.
What if my vendor isn’t in the list? Click New vendor in the Vendor dropdown. A drawer opens to create the vendor inline without leaving the review workflow.
Can I review the same invoice again after marking it complete? Yes. Open the inbox item, and click Reset to Review in the read-only summary panel. This clears all previous decisions so you can process it again.
Will Invoice Review overwrite prices I’ve already set in my catalog? Yes — confirmed items update the unit price in your catalog to match the invoice price. If you see a price delta warning and don’t want to update the price, use Skip instead of Confirm.