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Reconcile delivery notes with purchase invoices using AI

Reconcile purchase invoices with delivery notes using AI in tspoonlab: upload the invoice, add the suggested delivery notes and save.

How do you reconcile a purchase invoice with its delivery notes using AI in tspoonlab?

In tspoonlab, you can reconcile a purchase invoice with its delivery notes using AI (Artificial Intelligence). You upload the supplier's invoice file, and the AI fills in its details and suggests the delivery notes it includes. Then you review any differences and save the reconciled invoice.

This article is for anyone who records supplier invoices in tspoonlab, usually the purchasing or administration team. To follow it, you need AI invoice reconciliation turned on. It's a paid option that you enable through the sales team.

📢 Important: AI invoice reconciliation has to be activated and comes at an extra cost. If you don't have it yet, contact the sales representative who manages your account. You can also contact the support team, who will put you in touch with the sales team. In the meantime, you can reconcile your invoices manually, as explained in Reconcile delivery notes with purchase invoices.

Reconciling an invoice in tspoonlab means associating a supplier's invoice with the received delivery notes it includes. AI reconciliation saves you time. Instead of typing in each field, you upload the invoice and the AI extracts its data. It also suggests the invoice's delivery notes and warns you if something doesn't add up. As a result, you make fewer mistakes and close the month sooner.

Step-by-step guide to reconciling a purchase invoice with AI in tspoonlab

You reconcile a purchase invoice with AI from the Supplier Page of the supplier that issued it, in the "Latest invoices" section. The process has four stages. First, you open the "Add invoice" window and analyse the invoice with AI. Then you add the delivery notes and, finally, complete the details before you save the invoice.

Open the "Add invoice" window from the Supplier Page

You open the "Add invoice" window from the "Latest invoices" section of the Supplier Page in tspoonlab.

  1. Go to the "Management" module.

  2. Click "Suppliers".

  3. Select the supplier that issued the invoice from the list. The Supplier Page opens.

  4. Scroll down the Supplier Page to the "Latest invoices" section.

  5. Click the three dots in the "Latest invoices" section.

  6. Select "Add invoice". The "Add invoice" window opens, with the supplier's name in the header. In the example, the window is called "Distri Gourmet - Add invoice".

    Distri Gourmet Supplier Page in Management, Suppliers, with the Latest invoices three-dot menu open and an arrow pointing to Add invoice

Upload the invoice and analyse it with AI

The AI analysis reads the invoice file and fills in its details for you in the "Add invoice" window in tspoonlab.

  1. In the "File" field, click "Attach file".

    Empty Distri Gourmet - Add invoice window with an arrow pointing to the File field and its Attach file option

  2. Select the invoice saved on your computer, in PDF or JPG format.

  3. Check that the file name appears in the "File" field.

  4. Click the green "Analyse" button.

    File field in the Add invoice window with the Distribuciones Gourmet invoice PDF attached and the Analyse button outlined in green

  5. Wait for the analysis to finish. The AI fills in these fields with the invoice details, if they appear in the document:

    • "Invoice number"

    • "Invoice date"

    • "Accounting date"

    • "Due date"

    The "Analysis result" section appears below the "File" field. Its header shows what the AI has read on the invoice: the invoice number and date, the supplier, and the "Base", "VAT" (Value Added Tax) and "Amount" figures.

Add the delivery notes the AI suggests

In the "Analysis result" section of the "Add invoice" window, the tspoonlab AI suggests the supplier's pending delivery notes. The ones it has identified in the invoice come first. For each suggested delivery note, you see its "Delivery note number", "Date" and "Base".

  1. Click "Add" on each delivery note that belongs to the invoice. If all the delivery notes belong to the invoice, click "Add all" instead.

    Add invoice window after the AI analysis: invoice FAC-26-9001 and its three dates filled in, three suggested delivery notes and an arrow at Add all

  2. Check the result:

    • In "Analysis result", the delivery notes you've added turn green and show a tick.

    • The invoice's "Delivery notes" section shows a line for each delivery note you've added, with its purchase order, base, VAT and amount.

    Added delivery notes in green with a tick in Analysis result, and the Delivery notes section outlined in green with their order, base, VAT and amount

📌 Note: if a delivery note doesn't appear among the AI's suggestions, it may already be assigned to another invoice or be paused. Check it in "Purchases", in the "Management" module.

Complete the invoice details and status, and save it

Before you save the invoice in tspoonlab, complete the details the AI doesn't fill in, mark the invoice status and check the amounts.

  1. Complete the fields the AI doesn't fill in, if you need them: "Document number", "Payment method" and "Business line".

  2. Write a comment in the "Comment" field, if you need to.

  3. Mark the invoice status:

    • "To review": the details don't match and need checking.

    • "Validated": all the details are correct.

    • "Posted": you've already sent the invoice to accounting.

    • "Paid": you've already paid the invoice.

    To review, Validated, Posted and Paid status checkboxes outlined in green below the Comment field in the Add invoice window

  4. Check the amounts block at the bottom of the window. It shows the VAT breakdown ("Type", "Base", "%" and "Fee"), the "Net total" and the "Invoice total".

  5. Edit the amounts manually to add transport, withholdings or other costs, if necessary.

  6. Check that there's a tick next to "Net total" and another next to "Invoice total". The ticks mean the amounts are correct. If either tick is missing, review the amounts before you click "Ok".

    In the example, the base is €265 and VAT at 10% is €26.50 (10% of €265). The invoice total is €291.50 (€265 + €26.50). These are the same amounts the AI read in "Analysis result".

    Amounts block outlined in green: Net total 265 with a tick, a 10% VAT line on a base of 265 (26.5) and Invoice total 291.5 with a tick

  7. Click "Ok". The window closes and the invoice is reconciled:

    • The invoice appears in the "Latest invoices" section of the Supplier Page, with its number, date, due date, status and amount.

    • In the Supplier Page's list of delivery notes, each reconciled delivery note shows the invoice number.

    Latest invoices on the Distri Gourmet Supplier Page with invoice FAC-26-9001 outlined: 30/09/26, due 30/10/26, validated, posted, €291.50

What should you do if a delivery note turns yellow during AI reconciliation?

When you reconcile an invoice with AI in tspoonlab, a delivery note can turn yellow in the "Delivery notes" section. This happens when its amount or units don't match what the AI read on the invoice. As long as the details you've entered don't match the analysed invoice, the "Add invoice" window shows the "Show differences" button at the bottom. For example, the button appears right after the analysis, before you add the delivery notes.

  1. Click "Show differences" at the bottom of the "Add invoice" window.

  2. In the "Differences detected" window, compare the two columns. "Analysis" shows what the AI read on the invoice, and "Entered" shows what's recorded in tspoonlab.

  3. Click "Close".

  4. Fix whatever needs fixing before you save the invoice. When the details match, the delivery note is no longer yellow and the "Show differences" button disappears.

How do you change the status of a reconciled invoice in tspoonlab?

After you save a reconciled invoice in tspoonlab, you can change its status or manage it from the three-dot menu on its line. You'll find it in the "Latest invoices" section of the Supplier Page.

  1. In the "Latest invoices" section, click the three dots on the invoice's line.

  2. Select the option you need. The invoice menu has these options:

    • "Edit invoice", to reopen the invoice and change it.

    • "Delete invoice".

    • The status options: "Mark for review", "Not Validated", "Not accounted" and "Paid". These options depend on the invoice's status. In the example, the invoice is already validated and posted, so the menu shows "Not Validated" and "Not accounted".

    • "Lock invoice".

    • "Export invoice (XLSX)".

    • "Send invoice by email" and "Send discrepancies by email". The email address appears next to each option.

    Three-dot menu of invoice FAC-26-9001 in Latest invoices: Edit invoice, Delete invoice, status options, Lock invoice, Export invoice (XLSX) and email options

  3. Check the invoice status in the "Review", "Validated", "In accounts" and "Paid" columns on its line. A tick means that status is marked.

What does the tspoonlab AI fill in, and what do you complete yourself?

When you reconcile an invoice with AI in tspoonlab, you and the AI share the work. The AI takes care of:

  • Reading the invoice number, invoice date, accounting date and due date on the invoice, and filling in their fields.

  • Reading the invoice's base, VAT and amount, which appear in the "Analysis result" header.

  • Suggesting the supplier's pending delivery notes, starting with the ones it has identified in the invoice.

  • Flagging amount or unit differences between the invoice and the delivery notes, with the yellow colour and the "Show differences" button.

You take care of:

  • Choosing which delivery notes to add to the invoice and fixing the differences.

  • Completing "Document number", "Payment method", "Business line" and "Comment", if you need them.

  • Marking the invoice status and checking the "Net total" and "Invoice total" ticks.

Can you reconcile invoices in tspoonlab without AI?

Yes, you can reconcile an invoice with its delivery notes in tspoonlab without AI. In that case, you fill in the details manually and add the delivery notes from the "Delivery note" field in the "Delivery notes" section. You'll find the full process in Reconcile delivery notes with purchase invoices.

📢 Important: AI invoice reconciliation in tspoonlab is a paid feature: it has to be activated and comes at an extra cost. To activate it, contact the sales representative who manages your account. You can also contact the support team, who will put you in touch with the sales team.

Still need help?

Click the built-in Support Chat in the bottom-right corner of your screen and our team will get back to you.

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