Invoices | Pono

Pending

awaiting processing

Processed

this week

Needs Review

flagged items

Errors

failed to process

Drop invoice import files here

or click to browse your machine

CSV, JSON, JS, and XLSX import now. PDF, JPG, PNG, HEIC, and WEBP scans are saved for OCR processing.

Step 2. Uploaded files are saved to the shared inbox. Run Engine imports structured invoice exports now, and can run OCR on raw scans.

1 Scanning the Invoice

Phone camera works fine. Use the built-in document scanner in your Camera app (iPhone) or Google Drive scan (Android). Hold steady, make sure all four corners are visible, good lighting with no shadows across the text.
Flatbed scanner at the office: 300 DPI minimum, color mode, save as PDF. Grayscale is acceptable if colors aren't needed.
Make sure every line item is readable. If the scan cuts off the bottom of the page, redo it. Partial invoices will error out during processing.

2 File Naming Convention

Name every file using this pattern:

vendor-YYYY-MM-DD.pdf

sysco-2026-06-09.pdf
hfm-2026-06-11.pdf
ypf-2026-06-09.pdf
meadowgold-2026-06-10.jpg

Multiple invoices from the same vendor on the same date? Add a suffix: sysco-2026-06-09-b.pdf

3 Where to Save Locally

Scan into the shared folder on the office Mac:

Pono invoice inbox

You can upload directly through this portal if you're working remotely. Raw PDF, JPG, PNG, HEIC, and WEBP scans are saved for OCR processing; structured CSV, JSON, JS, and XLSX exports can be imported right away with Run Engine.

After scanning: Stamp the physical invoice with the "SCANNED" stamp and the date. File in the vendor's folder in the filing cabinet. Do not throw away originals until the period is closed and reviewed.

4 Timing and Frequency

Scan the same day as delivery. Don't let invoices pile up. If you receive three deliveries on Tuesday, three scans go into the folder Tuesday.
Weekly processing happens every Monday. Managers process the prior week's structured exports and match them to purchase groups.
If you miss the Monday window, upload here so a manager can run the shared invoice engine when the files are ready.

Tip: Check the "Needs Review" queue after every batch run. OCR misreads happen, especially with handwritten adjustments. A quick sanity check saves headaches at month-end.

Invoice Queue

	File	Vendor	Invoice #	Invoice Date	Uploaded	Status	Line Items	Total	Actions

Processed Invoice History

Week	Date Range	Invoices	Total Food	Total Operating	Grand Total	Status	Actions