Review Extracted Invoice Lines, Tax and Coding Before Posting

How It Works

When an invoice arrives, Finofo reads its header and every bill line, including the tax on each line, such as GST, HST, PST and QST and whether each is recoverable. Each line keeps its own tax, so mixed rates stay accurate. Finofo then codes each line. Coding rules run top down and the first match wins; where no rule, exact match or agreeing history applies, a model suggests a value from eligible accounts.

Each value carries a label that shows its source. Read off the document, Extracted and Matched automatically are usually reliable; Suggested by a model needs a check. As required fields are filled, Coding progress rises, and at 100% the coding step of the Approvals checklist is complete. If the tax on the invoice does not agree with its lines, the invoice is flagged for review before anything posts to your ERP. Finofo suggests and flags, but it does not correct values for you: a person confirms them.

Review an Invoice's Lines and Coding

1. Open Documents > Invoices and select the In Progress tab.

2. Open the invoice you want to review.

3. Check the header fields: vendor name, vendor tax ID, invoice number, invoice date, currency, due date, related PO number and payment terms.

4. Click View document to compare the values with the original.

5. Review each bill line: Name, SKU, Description, Qty, Unit, Unit price, Tax and Total price.

6. Check the coding row under each line: Account, Class, Location and Tax Rate.

7. Hover over the AI icon on a value to see why it was chosen.

8. Click Edit coding to change any value.

9. Confirm that Coding progress shows every required field complete, for example 100% completed: 6 / 6 required fields completed.

10. Finish the rest of the Approvals checklist, then click Submit for approval.

Check the Tax on Each Line

1. Open the info popover on a line's Tax cell.

2. Check the tax code, the Coded chip, the input tax credit (ITC) amount and the total.

3. If the rate is wrong, click Edit coding and correct Tax Rate.

Save Time on Repeated Coding

• Copy to all lines in the My tasks approval view applies one line's coding to every line.
• Coding rules in Settings > Integrations > Coding settings set coding for recurring vendors, so fewer values rely on a model suggestion.
• An instruction on a vendor's Extraction rules tab fixes a value that is read the same wrong way every time. It applies to future uploads, not to documents already extracted.

Tips

• Start your review with values marked Suggested by a model.
• If Coding progress is below 100%, look for lines with an empty required field. In the demo configuration, Account and Tax Rate are required; Class and Location are optional.
• If the vendor charged the wrong tax, raise it with them before you submit.
• Add coding rules for your highest volume vendors first.
• Finofo does not fix a flagged tax mismatch or confirm a suggested value for you. Someone on your team always makes that call.

Frequently Asked Questions

How do I change the GL account Finofo suggested on an invoice line?

Open the invoice, click Edit coding and choose the right account in the line's coding row.

Which coding fields are required on invoice lines?

It depends on your setup. Settings > Integrations > GL properties shows each property and whether it is required. In the demo configuration, Account and Tax Rate are required.

Will Finofo remember my coding corrections?

Coding rules keep a vendor's future invoices coded consistently. For how documents are read, add an instruction on the vendor's Extraction rules tab; it applies to future uploads.

Why does my invoice show only one line instead of its items?

Single line extraction is on in Settings > Documents > Invoices. It records one line equal to the subtotal, with total tax as one amount. Ask an administrator to turn it off where you need line detail or three way matching by line.