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PaperAgent / Document workflows

Give supplier invoices a clear route into your records.

Separate the supplier invoices you receive from the client invoices you send. PaperAgent can file incoming documents by your chosen dates and categories and record their selected amounts in Google Sheets.

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For small businesses processing recurring supplier invoices from several merchants.

Your setup

Start with one document.

  1. 01

    Select an incoming invoice source

    Keep outgoing client PDFs and unrelated documents outside the watched folder.

  2. 02

    Configure supplier matches

    Choose merchant aliases, document type, date basis, amount role and destination structure.

  3. 03

    Verify identities in a preview

    Check document numbers and duplicate warnings before enabling processing and spreadsheet recording.

In practice

Know what happens to your files.

Start with incoming invoices, not outgoing copies.

Use a dedicated source folder for supplier documents. Keep client invoice PDFs and the outgoing InvoiceAgent archive elsewhere. This gives each rule a clearer purpose and avoids treating your own invoices as supplier expenses.

Check the supplier name, document number and document type in the proposed extraction. A receipt, invoice and statement from the same merchant may need different routing or recording choices.

Choose how to group each supplier's files.

You can group by month and category, or include the vendor in the relative folder template. For example, {year}/{month}/Suppliers/{vendor} keeps each month's supplier files together while separating merchants.

Set the appropriate issue, service or payment date basis. Choose gross total, subtotal, tax or paid amount according to the role you intend to record. An amount recorded from an invoice does not prove that you have paid it.

Check replacement copies before recording again.

Suppliers may resend an invoice with a different filename or a revised PDF layout. PaperAgent checks available document identities and content for possible duplicates, but files without useful document numbers still need careful review.

Compare revisions with what has already been recorded. Do not approve a flagged copy as a separate purchase merely to clear the queue. A credit note or corrected invoice may need its own treatment and category rules.

Questions before you start

Can invoices be grouped by supplier?

Yes. Include the vendor field in your folder template, together with year or month if those fit your filing policy.

Does recording an invoice mark it as paid?

No. PaperAgent records the configured amount. It does not independently establish supplier settlement or change InvoiceAgent client payment status.

Can the same supplier use different document rules?

Yes. Scope rules by document type and suitable matching conditions, and use clear priorities to avoid conflicts.

Preview your own document workflow.

Choose one source folder. Check the proposed destination and recording choices before enabling daily processing.

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