How to scan and import a supplier invoice with AI in OPS
Entering supplier invoices by hand — transcribing date, supplier, lines, VAT amounts and totals — is slow and error-prone. In OPS you upload the PDF, the AI reads the invoice and pre-fills every field, then you check the extracted data before saving. The original PDF is stored alongside the accounting entry so the auditor can retrieve it at any time. This guide covers the full workflow from opening the capture window to validating the bill and recording the payment, and explains the TTC/HT reconciliation banner that warns you when prices may have been read with the wrong VAT basis.
Before you start
- A Full plan subscription (accounting module required)
- Accounting write permission on your OPS account
- A PDF of the supplier invoice you want to record
Steps
Open Accounting and go to Supplier Bills
Click "Accounting" in the left sidebar. Select the relevant fiscal year in the fiscal-year selector, then click the "Supplier Bills" tab.
Open the import window
Click "Import Invoice". The "Import Supplier Invoice" window opens and shows two steps: "Upload Invoice" and "Review Data".
Upload the PDF
On the "Upload Invoice" step, drop your PDF onto the upload area, or click to select it from your device. Once the file is chosen, the AI reads the invoice automatically. You will see "AI analysis in progress…" while it runs.
Review the extracted data
When the analysis finishes, the window moves to the "Review Data" step. Check the supplier (the AI may suggest a match from your third-party list), invoice number, date, lines, VAT rates and totals. If the supplier was not recognised, select or create it. A banner confirms whether the prices were read as including VAT (TTC) or excluding VAT (HT) — check it against the paper invoice.
Save the bill
If you want to post the bill immediately, click "Save and Validate". If you need to check something first, click "Save as Draft" — the bill is saved but no accounting entry is posted yet.
Validate the draft (if saved as draft)
To post a draft bill to the accounts, open it from the "Supplier Bills" list and click "Validate". This posts the accounting entry (debit expense account, credit supplier account) and links it to the stored PDF.
Record the payment
Once the bill is validated, click "Record Payment", select the payment method and treasury account, and save. The bill status moves to Paid and a payment entry is posted.
Tips
- If the AI could not read the supplier name, type the first few letters in the supplier field — OPS searches your existing third parties and suggests the closest match.
- For a large stack of bills, use the "Bulk import" button in the Supplier Bills tab instead — you can drop up to 50 PDFs at once and the AI processes them in the background.
- The "Save as Draft" option is useful when you receive the invoice before the goods arrive: save it, verify the delivery, then validate.
Frequently asked questions
Is the original PDF kept after I validate the bill?
Yes. The PDF you uploaded is stored in the document archive and linked to the accounting entry. You can retrieve it from the Supplier Bills list or from the Entries tab.
What does the TTC/HT banner mean?
It tells you whether the AI read the line amounts as prices including VAT (TTC) or excluding VAT (HT). If the reading does not match the invoice, click the banner to switch the interpretation so the totals are correct.
What if the AI analysis fails?
If the AI could not read the invoice, the fields will be empty on the Review Data step. You can fill them in manually and proceed as normal — the PDF is still stored alongside the entry.
Can I import invoices in a currency other than euros?
The accounting module is designed for French associations and records amounts in euros. Invoices in other currencies must be converted to euros before entry.