Invoices to be processed

The invoices to be processed page is a staging area for incoming supplier invoices. Instead of manually entering every field, you can upload your invoices and let Gem Logic’s AI automatically extract the key information. You then review and confirm each invoice before it is saved.

Uploading invoices

On the invoices to be processed page, drag and drop files into the upload area or click to browse. You can upload multiple files at once — PDF documents and images are supported.

Once uploaded, each file is queued for processing. Gem Logic uses AI to analyse the document and extract:

  • Supplier (matched against your existing contacts)

  • Invoice date

  • Invoice number

  • Structured communication (Belgian payment reference)

  • Amount (excl. tax)

  • VAT amount

  • Currency

Image files are automatically converted to PDF.

Processing queue

The queue table shows each uploaded invoice with its current status:

  • Processing — the AI is still analysing the document.

  • Ready — analysis is complete and the invoice is ready for review.

For ready invoices, the AI-extracted values (company, date, invoice number, amount, VAT, currency) are shown directly in the table.

Reviewing an invoice

Click an invoice in the queue to open the review screen. This shows a split view:

  • Left side: a preview of the uploaded document.

  • Right side: a pre-filled form with the AI-extracted values. A live calculator shows the total (amount + VAT) as you edit.

Review the values and correct anything the AI may have got wrong. If an incoming invoice with the same supplier and invoice number already exists, a duplicate warning is displayed.

When you click Save:

  1. An incoming invoice is created with the confirmed values.

  2. The uploaded file is attached to the new invoice.

  3. If a transaction with a matching structured communication or matching date and amount is found, it is automatically linked to the invoice.

  4. The processed entry is removed from the queue and you are automatically taken to the next invoice.

You can navigate between invoices using the Previous and Next buttons, or with the keyboard shortcuts Ctrl+Shift+Left and Ctrl+Shift+Right.

When all invoices have been processed, a confirmation message is shown.

See also