What is this page about: Upload a sales invoice PDF and Light reads it into a draft invoice for you to review and post, so you don't retype invoices that already exist as documents. This page explains how to upload a PDF, what happens while Light reads it, and how to resolve each check in the review banner, including a line total that doesn't match the document and a customer who isn't in Light yet. To create an invoice from scratch instead, see Invoice Generation.
On this page
- How do I upload a sales invoice PDF?
- What happens while Light reads the PDF?
- What does the review banner check?
- What if the line total doesn't match the document?
- What if the customer isn't in Light yet?
- Limits
- Frequently asked questions
- Related articles
How do I upload a sales invoice PDF?
- Go to Revenue & Invoicing → Sales invoices.
- Click Upload PDF.
- Select the invoice PDF.
Light creates a draft invoice and opens it straight away. You need permission to create sales invoices to see Upload PDF.
What happens while Light reads the PDF?
The draft opens with a Processing badge and a Reading your invoice banner. The original PDF shows in a viewer next to the form, so you can compare the two as you review.
Reading usually takes under a minute. When it's done, Light fills in the draft from the document:
- Entity and customer
- Invoice number, invoice date, and due date
- Currency and payment terms
- PO number, reference, and description
- Line items, with products matched to your catalogue, plus each line's description, quantity, and unit price
- Tax codes for each line
Wait for reading to finish before you edit. Light starts saving your edits once the Processing badge clears. Anything typed before then is replaced by what Light reads from the document.
Good to know: If reading takes more than an hour, the banner changes to This is taking longer than usual. Contact Light support if the draft still hasn't filled in.
What does the review banner check?
Once the draft is filled in, Light compares it with the document. Anything that needs a second look appears in one amber banner titled Check this against the document.
| Check | What the banner says | What to do |
|---|---|---|
| Line total doesn't match | The lines come to {amount}, but the document says {amount}. A line may be missing or misread. | Compare each line with the PDF and correct the amounts. See What if the line total doesn't match the document? below. |
| Customer not found | The document bills {name}, which isn't one of your customers. Pick the right one, or create them. | Pick an existing customer, or create a new one. See What if the customer isn't in Light yet? below. |
| No lines read | No lines were read off the document. Scanned invoices sometimes need typing in by hand. | Add the lines by hand from the PDF. |
| Lines without a tax code | Some lines have no tax code. Set one before posting. | Set a tax code on each line listed. |
| Unexpected currency | This invoice is in {currency}, not your usual {currency}. Check the amounts. | Appears when the invoice currency differs from your company's base currency. Confirm the currency and amounts match the PDF. |
| Invoice number missing (self-billed invoices) | The invoice number couldn't be read, or the customer already sent it. Type in the one on the document. | Type the invoice number from the PDF into the draft. |
The banner is a review aid. It doesn't block posting, and each check clears on its own once you fix what it flags.
The tax code check appears only for entities that use Light's built-in tax codes. Entities using Avatax or Sphere get their tax from the tax engine.
What if the line total doesn't match the document?
Light adds up the draft's lines, including tax, and compares the result with the total printed on the PDF. If the two differ by more than 1.00 in the invoice's currency, the banner shows both amounts. For example: The lines come to $240.00, but the document says $120.00.
A line on the draft may be missing or misread.
- Compare each line on the draft with the PDF in the viewer.
- Correct the amount on any line that differs, or add or remove lines.
- Check that the warning clears.
The comparison runs only when the draft and the PDF are in the same currency.
What if the customer isn't in Light yet?
If the PDF names a customer who isn't in Light, the banner says so and offers a create them link.
To use an existing customer, select it in the draft's Customer field. The warning clears.
To create a new customer:
- Click create them in the banner. The new customer page opens with the name from the document already filled in.
- Complete the customer's details, such as email and country, and save. See Setting Up Customers.
- Go back to the draft invoice and select the new customer in the Customer field.
Only the name carries over from the document. Add the address, VAT number, and email yourself.
Limits
- PDF only.
- 10 MB per file.
- One file at a time. Upload each invoice separately.
Frequently asked questions
Can I post an invoice while the banner is still showing?
Yes. The banner flags things to check, and posting stays available. Review each item first so the posted invoice matches the document.
How big does a difference have to be before the total warning appears?
More than 1.00 in the invoice's currency. Light allows up to 1.00 for rounding before it warns.
Does Light link a customer I create from the banner to the invoice?
You link it yourself. After you save the new customer, go back to the draft invoice and select the customer in the Customer field.
What if Light reads a line wrong?
Once reading finishes, edit the line directly on the draft. The draft is a normal sales invoice, so every field stays editable until you post it.
Can I upload several PDFs at once?
Upload one PDF at a time. Each upload creates its own draft invoice.
What happens if Light can't read the document?
If reading takes more than an hour, the banner changes to This is taking longer than usual. Contact Light support if the draft still hasn't filled in.