Help Center / Accounts Payable

AI Invoice Extraction

When you upload a bill (PDF, image, or CSV) to Light, the document is run through AI extraction to pre-fill the bill's header and line items. You then review and adjust the extracted fields before the bill moves on through the workflow.

How It Works

  1. Upload one or more documents via Upload bills (see Entering bills)
  2. Light extracts:
    • Vendor (matched against your vendor list)
    • Invoice number, invoice date, due date
    • Currency and totals
    • Line items (description and amount — for invoices with a quantity column, the AI extracts the final line amount, not quantity or price per item)
    • Tax amounts (where present on the document)
    • Suggested GL account and tax code for each line, based on your chart of accounts and the vendor's defaults
  3. The bill appears in the Inbox with the extracted data pre-filled
  4. Open the bill to review the extracted fields side-by-side with the original document (PDF viewer is shown alongside the form)
  5. Edit any field that needs correction

Supported File Types

PDF, JPG, JPEG, PNG, TIFF/TIF, HEIC/HEIF. CSV is also accepted but it is treated as structured input — no extraction is needed.

When the Vendor Isn't Recognised

If the extracted vendor name doesn't match an existing vendor in Light, you'll be prompted to either:

  • Pick a different existing vendor from the list, or
  • Create a new vendor from the extracted information (see Managing vendors)

After Review

Once you've confirmed the bill's data is correct, the bill moves on through the standard workflow: into approval (see Bill approval) and then to payment scheduling.

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