Supplier invoice extractor: turn a pile of invoices into one checked table

Before every payment run, someone opens each supplier invoice, types the amounts and checks the IBAN. The supplier invoice extractor skill reads the PDFs, scans or photos and gives you one table with every amount, due date and payment reference, the sums rechecked and the problems flagged.

What it does

• Reads supplier invoices as PDFs, scans or photos, uploaded or from a connected OneDrive, SharePoint or Google Drive folder.
• Copies, exactly as printed: supplier, invoice number, invoice date, due date, net amount, VAT rate and amount, total, currency, IBAN or QR-IBAN, QR reference or creditor reference (RF), and the supplier’s VAT number (CHE-…MWST).
• Calculates the due date from payment terms such as “30 Tage netto” and marks it “(calculated)”.
• Writes “missing” when a value isn’t there and “UNCLEAR” when it can’t read a digit, with where on the page to look. It never guesses.
• Rechecks net + VAT = total and the VAT rate against the Swiss rates (8.1%, 2.6%, 3.8%). It flags any difference over CHF 0.05.
• Lists problems under Flags: possible duplicates, a supplier whose IBAN has changed (“CHECK BANK DETAILS BY PHONE”), foreign currencies, a QR reference with a normal IBAN, overdue invoices and anything unusual.
• Sets aside delivery notes and reminders, and lists credit notes separately with negative amounts.
• Offers the table as an Excel or CSV file if your AI tool can create one.

It prepares only. It never pays, books, approves or forwards an invoice, and never fills in an e-banking form.

When to use it

• You prepare the weekly or monthly payment run and want every invoice in one list.
• You send invoices to your fiduciary (Treuhänder) and want them checked first.
• You worry about paying the same invoice twice, or paying into a fake bank account.
• Invoices arrive as photos from the workshop or site and nobody wants to type them.

If invoices arrive by email, the inbox triage skill sorts the rest of your inbox and flags bank-detail changes there too.