Uploading Invoices
Learn how to upload technician invoices to ChairPulse, what file types are accepted, and what fields AI extracts automatically.
Uploading an invoice
Invoices in ChairPulse are always attached to a specific equipment issue. When a technician completes a repair or service visit, you upload their invoice from the issue detail page.
Invoice uploads require the Professional plan. If you are on the Essential tier, you will not see the upload option. See Billing & Subscription to upgrade.
Open the issue
Navigate to Issues from the sidebar and select the issue that the invoice relates to. This opens the issue detail page.
Open the Upload Invoice dialog
On the issue detail page, look for the invoice upload option. Click it to open the Upload Invoice dialog.
Choose your upload method
The dialog offers two options:
- Take Photo -- Opens your device camera to photograph a paper invoice. This is ideal for mobile use when you receive a physical invoice from a technician.
- Upload File -- Opens a file picker to select an existing file from your device.
Select or capture the file
Choose your invoice file. The system validates the file type and size before uploading.
Wait for AI parsing
After upload, ChairPulse processes the invoice in three stages:
- Uploading file -- The file is stored securely.
- Creating invoice record -- A database entry is created and linked to the issue.
- Parsing invoice with AI -- The AI extracts all relevant data from the document.
A spinner with status text keeps you informed of progress.
Review the results
Once parsing completes, the invoice card appears on the issue detail page showing the extracted data. If parsing fails, an error message is displayed and you can try uploading again.
Accepted file types
| Format | MIME Type | Notes |
|---|---|---|
| JPEG | image/jpeg | Photos from cameras or scanned documents |
| PNG | image/png | Screenshots or scanned documents |
| WebP | image/webp | Modern image format |
application/pdf | Digital invoices sent by vendors |
The maximum file size is 10 MB. If your file is larger, try reducing the image resolution or compressing the PDF before uploading.
Paper invoices work great -- just take a clear photo with your phone. The AI can extract details from photographed documents just as well as digital files.
Fields extracted by AI
When ChairPulse parses an invoice, it automatically extracts the following fields:
| Field | Description |
|---|---|
| Vendor Name | The service company or technician's company name |
| Invoice Number | The invoice reference number |
| Invoice Date | The date printed on the invoice |
| Total Amount | The total billed amount |
| Labor Cost | The labor portion of the total |
| Parts Cost | The parts/materials portion of the total |
| Tax Amount | Any tax charged |
| Line Items | Individual service items with description, quantity, unit price, and total |
| Payment Terms | Payment conditions (e.g., "Net 30", "Due on receipt") |
| Warranty Terms | Any warranty coverage on the repair work |
Invoice card display
After successful parsing, each invoice appears as a card showing:
- Vendor name as the card title
- Invoice number and date in the header
- Total amount prominently displayed with a breakdown of labor, parts, and tax
- Line items (first three shown, with a count of additional items)
- Reconciliation status comparing the invoice against your tech visit records
- Payment and warranty terms when available
Invoice statuses
Each invoice has both a parsing status and a reconciliation status:
Parsing statuses
| Status | Description |
|---|---|
| Processing | The AI is currently extracting data from the file |
| Completed | Parsing succeeded and all available fields have been extracted |
| Failed | The AI could not parse the document; an error message is shown |
Reconciliation statuses
| Status | Description |
|---|---|
| Matched | Invoice data matches your tech visit record |
| Partial Match | Some fields match but others differ |
| Needs Review | Significant discrepancies detected between the invoice and visit record |
| No Visit Record | No corresponding tech visit was found for this issue |
| Pending | Reconciliation has not yet been processed |
| Confirmed | A team member has manually verified and confirmed the invoice |
Confirming an invoice
After reviewing an invoice, you can confirm it to mark it as verified:
Review the invoice card
Check that the extracted vendor name, amounts, and line items are accurate.
Click Confirm
Click the Confirm button on the invoice card. This is only available for invoices with a parsing status of "completed" that have not already been confirmed.
Viewing invoice details
Click View Details on any invoice card to open the Invoice Details modal. This side-by-side view shows:
- Left column -- All extracted invoice data with an Edit button to correct any fields the AI may have misread.
- Right column -- The corresponding Tech Visit Record with vendor name, technician, visit date, work summary, parts replaced, and repair warranty days.
- Reconciliation Summary -- A field-by-field comparison showing match, partial match, or mismatch indicators for vendor, parts, and warranty.
If the invoice identifies a new vendor that is not yet in your service providers list, ChairPulse will prompt you to Add to Service Providers directly from the invoice details modal.
Related pages
- Invoices Overview -- What Invoice Analytics does and how it fits your workflow.
- Invoice Analytics Dashboard -- Understanding the spending charts and metrics.
- Service Providers -- Managing your technician and vendor contacts.
Last updated Mar 13, 2026
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