Inbox #
Drop a vendor invoice or customer document into the Inbox and Neo-Ledger does the data entry for you. The AI reads the file, creates the matching AP or AR transaction, and links the original document so it’s always one click away. You review the result and post — no typing field by field.
Navigate to Document Management → Inbox to open the page.
Two ways to send documents in #
Upload from the page #
The page has two upload zones side by side:
- Vendor Invoices — uploaded files become draft AP transactions.
- Customer Transactions (AR) — uploaded files become draft AR transactions.
Each zone accepts up to 20 files at a time. Drag files onto the zone or click to browse. Supported formats: PDF, DOC, DOCX, JPG, JPEG, PNG, TIFF.
Below the file list, each zone has an optional Additional instructions for AI processing textarea. Use it to add one-off hints — for example, “Treat any line beginning with ‘Shipping’ as a separate freight account” — that apply only to this batch.
Click Upload Vendor Documents (or Upload Customer Transactions) to send the batch. A progress bar appears while files transfer. Once complete, the files move into the processing list below.
Send by email #
At the top of the page, Neo-Ledger displays your dataset’s inbox email address. Forward an invoice to that address (or have suppliers send invoices straight there) and it’s queued exactly as if you’d uploaded it. The copy-to-clipboard button next to the address makes it easy to share.
Documents sent by email show the sender on the processing row. Click the sender icon to view the original email’s subject, recipients, and body.
Stuck documents — the Recover banner #
If documents have been waiting too long or have stalled, a yellow banner appears above the list with the count and a Recover button. Recover opens a dialog with three options:
| Option | Effect |
|---|---|
| Retry — re-queue for processing | Sends the affected documents back to the workers |
| Mark failed — stop retrying | Marks the documents as failed so they no longer block the queue |
| Cancel — remove from queue | Removes them entirely |
Use Retry first. Mark failed or Cancel only if a document is genuinely unrecoverable.
Processing list #
The table below the upload zones shows every document the Inbox has received, with the most recent first. Most columns are self-explanatory; a few are worth knowing:
| Column | What it shows |
|---|---|
| Status | pending, processing, completed, error, stale, or pending retry. A small badge shows the retry count (e.g. 1/3) when the document has been retried. |
| Type | Whether the document is a vendor or customer document. |
| File | The original file name. Click to download. |
| Sender | For emailed documents, the sender. Click to see the email details. |
| Reference | A link to the created AP or AR transaction once processing finishes — this is your jump-off point to review and post. |
| Duration | Processing time, or “Processing…” if still running. |
| Prompt & Response | Opens a read-only dialog showing the prompt sent to the AI and its raw response. Useful for understanding why a particular field was extracted the way it was. |
Per-row actions #
- Retry (circular replay icon) — re-queues a document that errored, went stale, or is pending retry. Only enabled when the status is one of those three.
- View Email Details — opens the original email if the document came in by email.
Where documents go after processing #
When a vendor document finishes, its row’s Reference cell links to the new draft AP transaction. Click through to review the extracted fields, attach reference documents, and post. The original file stays attached to the transaction. See Vendor Transaction for the post-processing review flow.
Customer documents work the same way and land on an AR Transaction.
Tips #
- Mixed batches are fine — you can upload invoices from different vendors in one go. Each document is processed independently.
- Use the instructions box sparingly — the AI doesn’t need to be told things you’ve already configured (chart of accounts, vendor records, tax rates). Use it for genuinely one-off hints.
- If a document fails repeatedly — open Prompt & Response to see what the AI saw. If the document is unreadable (e.g. a scan that’s too low-resolution), upload a better copy.