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Invoice AI

Craftable's Invoice AI processes images and creates a digital version of the invoice in under a minute.

Food service invoices are rarely clean or simple. Vendors cross out items, drivers scribble notes, totals are circled, quantities are changed by hand, and pages often arrive out of order or incomplete. Traditional OCR systems fail in these real-world conditions — not because the text isn’t there, but because meaning is written visually.

Our system is designed for that reality. By combining AI, handwriting recognition, intelligent parsing, and human-in-the-loop workflows, we process invoices the way a human would — only faster, more consistently, and at scale.

Video Overview

 

How To...

1. How to Submit Invoice Files

You can submit invoice files for AI processing by:

  • Selecting +New Invoice on the Vendor Invoices page
  • Add Image while receiving a placed order
  • Upload directly on the Image Vault
  • Email as an attachment to your store's designated email address

IMPORTANT NOTE: You should not submit more than ONE invoice per file. If you submit multiple invoices for different vendors in the same file, the system will combine those invoices together. Please reference our Invoice AI Best Practices article.

2. How to Review Invoice Files

You can review invoice files in a number of ways:

  • Invoices List View
    • Processed invoices will populate in the invoice list view if AI processing is complete
    • Click on an invoice to review the data processed by AI
  • Image Vault
    • Statuses will be displayed when the uploaded file(s) are processing. 
    • After processing is completed, you can click on the invoice number to open the invoice and review the details.

    • If the invoice fails to process, you will see a Failed message in the AI Status column along with a red X if processing does not complete. After clicking on the info button, a message will appear similar to below:

      Simply click the Retry AI Processing button to begin the process once more. You no longer need to delete and re-upload the image! After clicking the button, you'll be prompted one additional time to ensure you want to retry processing: 

      After clicking Yes, Retry - the process will begin once more so you can follow it to completion.

       

  • AI Issues
    • If the system is not confident enough to know what invoice a page should map to, it will route to an AI Issues submenu within the Invoices section (more details in the "Multi Page Invoices" section below):

3. How to Edit/Correct Invoice Files

IMPORTANT NOTE: Invoice AI does the heavy lifting, but a quick review ensures everything looks right before you finalize. Please reference our Invoice AI Best Practices article for best results.

  • Invoice AI allows for easy edits on an invoice, and what you are allowed to edit is indicated by the purple wand icon after each data field or line item. 

    Examples of data fields you can edit from invoice line items - Item Name, UPC, SKU, Pack, Size, Quantity, and Amount. When clicking the purple wand, you'll see a window that allows you to make the needed changes. Be sure to click the blue Update button when you're done!

    Note, that if quantity and amount are grayed out, it is likely due to being set up for Director mapping:

    Examples of data fields you can edit at the top of an invoice: Invoice Number, Invoice Date, Due Date, and Total Invoice Amount.

     

    Clicking the purple wand next to any of those data fields will bring up a window similar to below, where you can make the changes you need. As before, ensure you click the blue Update Details button when complete.

     

    It is very important that all invoice corrections are done with the purple magic wand, whenever possible. Edits done in this manner are reviewed by the AI model for improvements to future processings. Deleting an invoice processed by AI will not improve the model.

     

Other AI Invoice Capabilities

Multi Page Invoices

Best Practice: When submitting multi-page invoices for the same vendor, you should ensure that all pages of the invoice are grouped together and submitted in one file. If pages are missing, the invoice may generate with only some of the lines having been processed.

Did you accidentally forget a page in the original upload? No worries! 

AI Invoice also has the ability to detect missing pages and amend existing invoices still in the mapping phase. For example, if you upload an invoice with only 3 of 4 pages one day, you can upload the missing fourth page at a different time, and our system will detect and auto-match it to the correct invoice.

  • System checks are in place to ensure that items are only added if they improve reconciliation of the existing invoice.
  • The system will also match SKU & item name semantics in order to prevent any duplication.
  • From here, you are able to review ungrouped pages and tell the system what to do with them.

Can’t find the missing page anywhere?

If you don’t have the missing page to submit you can manually recreate the missing lines of the invoice by using the "+Add Vendor Item" button. 

Best Practice: To guarantee the highest chance for the item to map properly to your Craftable inventory item, make sure you enter the item as it appears on the invoice itself.

 

Reading Handwritten Corrections

Invoice AI has the capability to understand human corrections on invoices. This includes the following:

  • Crossed out incorrect line items
  • Handwritten quantity or price changes
  • Item substitutions (e.g. “Roma tomatoes instead”)

In doing so, crossed out items will be detected, yet excluded from totals (i.e. they will appear on the invoice already crossed out). Handwritten corrections will be read and applied to the processed invoice. 

Handwritten Notes Tip: Please try to ensure that the original text is still visible under the crossed out data to ensure the original and handwritten notes can be processed correctly.

 

FAQs

How will I know if the invoice was processed via AI?

You will see a banner at the top of the invoice that says "Auto-Generated by Craftable AI".

Why does my invoice look slightly different than the original?

Invoice AI reads invoice images and converts them into structured data so that they can be processed automatically. Because invoices come in many formats, small differences in formatting or item details can occasionally occur. Always review invoices before approving them to ensure everything looks correct.

Why does a product show a decimal quantity or “1 LB” pack size?

Some products are sold by catch weight, meaning they are priced based on the actual weight shipped rather than a fixed case size. Common examples include meat, seafood, and cheese. In these cases, quantities and pack sizes may appear differently than standard products.

Why hasn't my invoice appeared yet?

Most invoices process within a few minutes, but delays can occur if:

  • multiple invoices are submitted at once
  • attachments are very large
  • the system is processing a high volume of invoices

If your invoice does not appear after several minutes, confirm it was sent to the correct store's image vault and/or email address and includes a PDF or image attachment.

How do I get Invoice AI activated for my account?

We're in the process of migrating existing customers over to this functionality. We want to ensure accuracy while minimizing the need to remap items that customers had previously mapped. If you have interest in turning on this feature ahead of the rollout, you can reach out to your Customer Success Manager or Craftable Customer Care.