Skip to content
Novadesko Documentation
Guide Demo
English
Open the app

Import documents in 3 steps

Drop your purchase invoices, sales invoices or credit notes, let Novadesko Intelligence read them, then check before confirming.

Updated on 06/10/2026 Edit this page Open in the full documentation

Novadesko Intelligence turns a PDF, a photo or an XML file into a Novadesko document: supplier, number, dates, lines and VAT are read for you. There are two ways in:

  • the Scan button in the toolbar of the document lists (Purchases, Invoices...) opens the file picker straight away: choose one file (PDF, JPG, PNG or XML), it is analysed and the document is created in the list, with the message "Document analysed and created from the file.";
  • on a phone (or in a narrow window), Scan in the bottom bar opens the Import documents window (Novadesko Intelligence) in three steps: Type, Upload, Verification. Nothing is created there without your review.
The Scan button in the toolbar of the Purchases list
  1. Open the Purchases (or Invoices) list from the menu.
  2. The Scan button sits in the toolbar above the list.
  3. Click it and pick a file: it is analysed and the document is created right away.
On a phone, Scan in the bottom bar opens the wizard
  1. The Scan button sits in the bottom bar.
  2. Tap it to open the import wizard.
  3. The Import documents window opens on the Type step.
Note

Novadesko Intelligence depends on your plan. See Plans and pricing.

What you will do

  • choose the type of document to create;
  • drop one or more files;
  • follow the analysis of each file;
  • check the data read, then confirm the import.

Step 1: the document type

  1. Open the wizard (Scan in the bottom bar). The Purchases card is preselected.
  2. Choose a card, then click Continue.
Card Side What will be created
Purchases Purchase A purchase invoice, attached to a supplier.
Invoices Sales A sales invoice, attached to a customer.
Credit Notes Sales A customer credit note.
Step 1: the Purchases type selected
  1. Three cards: Purchases, Invoices and Credit Notes, each with its side (Purchase or Sale) underneath.
  2. Purchases is selected for a supplier invoice.
  3. Click Continue to move on to the files.

Receipts are not offered: OCR is disabled for that type.

Step 2: upload and analyse

  1. Drag your files into the Drop your files here area, or click Browse. On a phone, the system file picker opens.
  2. The chosen type is shown above the area; Edit takes you back to step 1.
  3. Each file appears in the Selected files column with its size and state. Files are sent in batches of three.
  4. When at least one file is Ready and none is still processing, click Continue.
Rule Value
Accepted formats PDF, JPG, PNG, XML (UBL), Excel (XLS, XLSX)
Size per file 20 MB at most
Rejected file Message "format not supported" or "file too large (max 20 MB)", the file is not added
File state Meaning
Pending Queued, upload not started yet.
Sending... The file is being transferred to the server.
Analysing... The server is reading the document; the progress bar advances.
Ready The data has been extracted, the file can be checked.
Analysis in the background The analysis is taking longer than expected; the server carries on and the document will appear in the list later.
Error The file was rejected or the analysis failed; the reason is shown under the name.
Step 2: three files dropped, one ready, one being analysed, one in error
  1. Drag your files into the zone, or click Browse.
  2. An analysed file switches to Ready.
  3. While it is being read, the file shows Analysing.
  4. An unreadable or rejected file shows Error: it will not be imported.
  5. As soon as one file is ready and none is still running, click Continue.

On the server side, the upload is accepted immediately and the analysis runs in a queue: the file is archived, the text is read, then the artificial intelligence identifies the third party, the dates, the lines and the VAT rates. The window polls the server every few seconds until the result arrives. Duplicates are spotted as soon as the file is uploaded (see Duplicates).

Tip

When you have the UBL XML of an electronic invoice, drop it rather than the PDF: the amounts and the VAT number are taken over as they are.

Step 3: check and confirm

The Document verification screen shows one card per analysed file, with the fields read and the lines. What is extracted:

Data Field
Document number Reference
Third party (name and VAT number) Supplier or Customer, depending on the type
Dates Date and Due date
Amounts One line per item: Unit excl. VAT, Qty, VAT, Total incl. VAT, then Total excl. tax, VAT, Total incl. tax
Suggested purchase category Category (purchases only)
Label Description

Correct what needs correcting, then click Confirm import. A message "n document(s) imported" confirms, the list reloads and the document joins your Purchases (or Invoices), with the original file attached. The checks are detailed in Check an imported document.

Step 3: the verification card of a purchase invoice
  1. Novadesko Intelligence fills in the Reference read on the document.
  2. Then the supplier, with its VAT number.
  3. The document date; the due date follows.
  4. One line per item: unit price excl. VAT, quantity, VAT rate and total incl. VAT.
  5. The totals are recalculated: compare the Total incl. VAT with the document.
  6. Everything is correct: click Confirm import.
Warning

Closing the window before Confirm import abandons the files still being verified. Files that moved to Analysis in the background, on the other hand, are processed by the server even with the window closed.

See also