Pending
0
awaiting processing
Processed
0
this week
Needs Review
0
flagged items
Errors
0
failed to process
Drop invoice files here
or click to browse your machine
PDF, JPG, PNG, CSV, JSON, JS, XLSX up to 25MB per file
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:
Desktop/Tikis-Invoices/Pending/
The system picks up files from there automatically during weekly processing. You can also upload directly through this portal if you're working remotely.
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. All invoices from the prior week get batch-processed and matched to purchase groups.
- If you miss the Monday window, upload here and hit "Process All Pending" to catch up.
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 Date | Uploaded | Status | Line Items | Total | Actions |
|---|
Processed Invoice History
| Week | Date Range | Invoices | Total Food | Total Operating | Grand Total | Status | Actions |
|---|