Invoice Detail Page & Configuration

Overview

The Invoice Detail page is the full record of a single vendor invoice in Spendflo. It shows everything the AI extracted from the document, the vendor match result, the duplicate detection outcome, the confidence scores on each field, and the complete audit trail of processing decisions. Finance Executives use this page to review, correct, and confirm or reject invoices in Needs Review state.

Who Is This For?

Audience	What they do here
Finance Executives	Review extracted fields, correct errors, resolve vendor matches, confirm or reject invoices
Admins	View all invoices, manage invoice inbox configuration, review threshold calibration settings

Page Layout

The Invoice Detail page is split into two panels:

Left panel — Document Preview

Full document viewer showing the original invoice file
Pages are navigable if the document has multiple pages
AI confidence highlights: click the View Source indicator next to any extracted field to highlight the exact location in the document where the value was found

Right panel — Extracted Fields & Actions

All extracted invoice data organised by section
Confidence scores displayed inline next to each AI-extracted field
Status bar showing the current invoice status (Confirmed, Needs Review, Rejected)
Action buttons for confirming or rejecting the invoice (visible on Needs Review invoices)
Audit trail at the bottom

Invoice Detail Fields

Invoice Header

Field	Description	Required for Auto-Confirm
Invoice Number	Unique identifier from the vendor	Yes (≥80% confidence)
Invoice Date	Date the invoice was issued	Yes (≥80% confidence)
Invoice Due Date	Date by which payment is expected	Yes (≥80% confidence)
Total Amount	Total amount due	Yes (≥80% confidence)
Currency	Invoice currency	Yes (≥80% confidence)
PO Number	Reference to a purchase order	No
Payment Terms	Agreed payment terms (e.g. Net-30)	No

Vendor Information

Field	Description
Vendor Name	The vendor's name as extracted from the document
Vendor TIN / EIN	Tax identification number
Vendor Address	Vendor's registered address
Vendor Email	Contact email address
Vendor Phone	Contact phone number

Payment Information

Field	Description
Bank Name	Vendor's bank
Bank Account Number	Account number for payment
IFSC / ACH Routing Code	Bank routing information

Bill-to Information

Field	Description
Company Name	The name on the bill (your organisation)
Contact Person	Named contact at your organisation
Address	Your organisation's address on the invoice

Line Items

Each line item row shows:

Item name / description
Quantity
Unit price
Discount (if applicable)
Line amount

Tax lines (tax name, rate, and amount) are shown as child rows under each line item where present.

Confidence Score Indicators

Each AI-extracted field shows a confidence indicator:

Indicator	Confidence Level	What it means
✅ Green	≥80%	High confidence — auto-accepted, but editable
⚠️ Amber	50–79%	Medium confidence — flagged for review, must be confirmed before submission
? Red	<50%	Low confidence — field may be incorrect, must be reviewed

Fields flagged in amber or red are highlighted on the detail page. An invoice cannot be confirmed while any required field is unconfirmed or blank.

View Source

Next to each AI-extracted field, click View Source to highlight the exact part of the document where the AI found that value. This helps Finance Executives quickly verify or dispute the extraction without reading the entire document.

Vendor Match Panel

The Vendor Match panel shows the result of Spendflo's vendor identification process.

When a Match is Found

The matched vendor's name, ERP ID, and match confidence are shown. If the match is correct, no action is needed.

When Multiple Candidates Are Found

A list of candidate vendors is shown with their match scores. Select the correct vendor and confirm.

When No Match is Found

A message indicates the vendor could not be identified. You can:

Search for the correct vendor from your vendor directory
Create a new vendor record if this is a first-time vendor

Corrections Feed Back Into the System

Every time you correct a vendor match, Spendflo records it. After 5 confirmed corrections for the same vendor identification signal, the pattern is promoted into the Vendor Identity Graph — a permanent, deterministic lookup. This means future invoices from the same vendor will be auto-matched correctly without human intervention.

Duplicate Detection Panel

If Spendflo's duplicate check flagged this invoice, the Duplicate Detection panel shows:

Flag	What it means
Confirmed Duplicate	This exact document was received before. The invoice was auto-rejected.
Potential Duplicate	A near-match was found — same vendor and amount but a different invoice number, or same vendor and invoice number but a different date. The conflicting field is highlighted.

For potential duplicates, review the conflicting field and the original invoice it was compared against. If the invoices are genuinely different, confirm the new invoice. If it truly is a duplicate, reject it.

Confirming an Invoice

When all fields are verified and the vendor is correctly matched:

Click Confirm Invoice at the top of the right panel
Spendflo creates a bill from the confirmed invoice — all extracted fields are copied across (see the Invoice → Bill field mapping below)
A toast notification confirms: "Invoice confirmed. Bill created."
You are offered a link to navigate directly to the new Bill Details page

Rejecting an Invoice

To reject an invoice from the Needs Review state:

Click Reject at the top of the right panel
Select a rejection reason from the dropdown:
- Duplicate
- Incorrect document (not an invoice)
- Wrong subsidiary
- Not applicable / other
Optionally add a note
Confirm

The invoice status changes to Rejected and appears in the Rejected tab of the invoice list. It does not create a bill.

Invoice → Bill Field Mapping

When an invoice is confirmed, these fields are mapped directly to the new bill:

Invoice Field	Bill Field
Vendor ID	Vendor ID
Subsidiary ID (from inbox)	Subsidiary ID
Invoice Number	Invoice Number
PO Number	PO Number
Invoice Date	Invoice Date
Due Date	Due Date
Payment Terms	Payment Terms
Currency	Currency
Total Amount	Total Amount
Bank Name	Bank Name
Account Number	Account Number
IFSC / ACH / BIC	IFSC / ACH / BIC
Bill-to Company Name	Bill-to Company Name
Bill-to Address	Bill-to Address
Line Description	Line Description
Quantity	Quantity
Unit Price	Unit Price
Line Amount	Line Amount
Tax Name / Rate / Amount	Tax Name / Rate / Amount

After field mapping, the P2P Agent runs GL enrichment — suggesting GL accounts, departments, classes, and locations for each bill line item based on historical patterns and PO matching data.

Invoice Audit Trail

Every processing decision — by the AI or a human — is recorded in the invoice's audit trail, accessible at the bottom of the Invoice Detail page.

Event	What is recorded
Invoice received	Channel, timestamp, sender, filename
Pipeline processing	Triage decision, sources identified, fields extracted, matching layers, confidence scores
Duplicate check	Type of check, candidates, outcome
Routing decision	Status assigned, reason, any override conditions
Finance Executive review	Reviewer, timestamp
Finance Executive confirmed	Corrections made, timestamp
Finance Executive rejected	Rejection reason, timestamp

The audit trail is read-only and cannot be edited or deleted.

Confidence Threshold Calibration

? Admin Only — Navigate to Settings → P2P Settings → Invoice Processing

Spendflo analyses correction patterns to recommend threshold adjustments:

If invoices scoring 75–79 are consistently confirmed without corrections → threshold may be too conservative (raising it would reduce Needs Review volume)
If invoices scoring ≥80 are frequently corrected → threshold needs to move up

Recommendations are surfaced automatically with supporting evidence. Applying a threshold change is always a manual step — an Admin reviews the recommendation and approves the change. The system never adjusts its own thresholds.

FAQs

Q: I confirmed an invoice but the bill has wrong GL codes. Can I fix it? Yes. Open the Bill Detail page (navigate from the "View Bill" link or from the Bills listing) and edit the GL codes before submitting the bill for approval.

Q: A Finance Executive accidentally confirmed a wrong invoice. What can we do? Open the invoice and override the status. Finance Executives can update the vendor match and re-confirm even after auto-confirmation. If a bill was already created, void it (Admin action) and re-process with the corrected invoice.

Q: The View Source button is not highlighting the right part of the document. What does this mean? This indicates the AI inferred the field value rather than directly reading it. The confidence score for that field is likely below 100%. Always verify inferred fields against the original document.

Q: Why are some fields not showing confidence scores? Fields that were not AI-extracted (e.g. fields set automatically from the inbox subsidiary, or fields the user entered manually) do not carry confidence scores — they are known values.

Troubleshooting & Common Issues

Issue	What to do
Invoice shows correct data but cannot be confirmed	Check for any remaining amber or red confidence flags — all required fields must be explicitly confirmed.
View Source not available for a field	The field was inferred rather than directly extracted. Manually verify the value against the document.
Bill was not created after confirming the invoice	A bill creation error may have occurred. Check the invoice audit trail for any error event. The invoice stays in Confirmed state — try confirming again.
Invoice detail page shows incorrect subsidiary	The subsidiary is determined by which inbox received the invoice. Finance Executives can update the subsidiary field during review before confirming.