Invoice Preprocessing

The PDF preprocessor automates invoice renaming using OCR, entity matching, Monday.com integration, and batch file saving. Upload invoices, review extracted data, and save or upload directly to Monday.com.

Opening the Dashboard

Portable EXE

Steps:

1. Locate InvoiceProcessor.exe
2. Double-click to launch
3. Keep the terminal window open (do not close it)
4. Open your browser and visit http://localhost:8501

Preventing data loss

Refreshing will reset the workflow. The terminal window can be minimized but must remain open.

Local Intranet

Intranet deployment is still in progress. Check back for updates.

Processing Invoices Workflow

1. Upload PDFs
   Drag multiple PDF files into the upload box or click Browse files.

2. Click Process PDFs
   The system extracts data using OCR and matches against your databases. Give it time to load, processing multiple files takes a moment.

3. Review Results
   Each PDF shows a preview and extracted details.

4. Saving Results
   Single/Batch save multiple documents into folder or upload to Monday.com.

Once open, scanned and downloaded invoices can be uploaded into the preprocess stack.

Updating Entity and Vendor Lists

Before processing, verify your entity and vendor databases are current.

To update the entity database:

1. Click View / Edit Entity Database dropdown
2. The editor shows entity property, property name, and address columns
3. Click the + button (top right) to add a new entry
4. Edit existing entries by clicking into the cells
5. Click Save Entity Database to save changes

To update the vendor database:

Follow the same process using View / Edit Vendor Database.

Tip

Keep these databases updated to improve automatic matching accuracy.

Reviewing and Correcting Results

After processing, the dashboard displays the PDF preview on the left and extracted details on the right:

Fields Explained

• Date: Extracted in YYYYMMDD format (today’s date if invoice date is unclear)
• Address: Property address extracted from the invoice
• Entity Property: Legal entity that owns or manages the property
• Property Name: Building or tenant name
• Vendor: Service provider or vendor name
• Invoice Number: Invoice ID from the document

Using Dropdowns to Correct Data

Each field shows a dropdown with the best matches. The confidence score appears in parentheses. e.g. (0.55) means 55% confidence.

Address matching:
The most efficient approach is to search by address. Begin typing in the address dropdown. The system will auto-populate Entity Property and Property Name when you select a match.

Tip

Dropdown clears automatically when typing (no need to delete the existing text first). Results sorted by confidence score. Press Enter to auto-select the first match.

Invoice number matching:
If confidence is low, the invoice number field will be blank. If detected, it auto-selects the best match. If wrong, review other options in the dropdown:

Manual Override

Click Manual next to any field to override automatic detection.

• Address manual override: Clears entity property and property name, using only the manually entered address
• Other fields: Leave blank to skip that field in the filename
• Generated filename override: The text box under Generated Filename can also be edited directly. Any edits here take precedence over all other fields.

Caution

When using manual override, press Enter to save your changes after typing.

Removing fields

To remove a field from the generated filename, manual override and leave it blank.

Navigation

PDF Navigation

Use Previous and Next to move between uploaded PDFs. Changes save automatically.

Remove PDF removes the current file from the processing stack but does not delete it from your hard drive.

Page Navigation

Navigate through pages within multi-page PDFs using the ◀ and ▶ buttons.

Use this to verify invoice details across multiple pages.

Split PDF

Split multi-page PDFs into separate documents for individual processing. This is useful when multiple invoices are combined in a single PDF file.

How to split:

1. Enter the number of pages per split (e.g., 2 to split every 2 pages)
2. Click Split Current PDF
3. The system creates new PDFs and processes each one automatically

Example: A 6-page PDF split every 2 pages creates:

• PDF 1: Pages 1-2
• PDF 2: Pages 3-4
• PDF 3: Pages 5-6

Edge cases

Remainder pages automatically go into the final PDF. Each split PDF is processed separately and inserted into the stack at the current position. The original multi-page PDF is removed from the stack.

Saving and Uploading

Download Current PDF: Save the currently displayed invoice with its generated filename to your browser downloads.

Save All to Server: Batch save all processed invoices to the server default location: Z:\Shared\Scans\INVOICES\renamed_pdfs.

Save All locally: Batch save all processed invoices to your Documents folder at Documents\renamed_pdfs.

Upload to Monday.com

Upload all processed invoices to Monday.com in one action:

1. Expand Monday.com Settings
2. Enter your API key, Board ID, and Group Name (default: “Invoice”)
3. Click Upload to Monday

All invoices in the processing stack upload to the AP folder in the specified group.

Tip

Don’t share your API key. Your key needs board access to upload. Contact Admin if you have upload issues.