How to read an invoice or other document with the Copilot

What is it for?

The document reader saves you typing a supplier invoice that does not have the AT QR code: a foreign or old invoice, or a till receipt. The Copilot reads the document, prepares a draft supplier invoice and tells you what it could not confirm. Nothing is posted: the person posts, after checking.

When to use it?

• You received a supplier invoice without a QR code (foreign, old, till receipt), a receipt or a contract.
• Do not use the reader on an invoice with the AT QR code: that one is read through the QR code, without AI, as the window itself says.

Where to find it?

Accounting › Record › Purchases › Read a document with AI.

Before you start

• Your profile is Accountant.
• The Copilot, the AI connection and the AI - Document reader agent are turned on and there is a monthly spending limit above zero: see How to turn the Copilot on or off.
• The supplier already exists with its NIF. The reader never creates suppliers: without a supplier, it makes the draft without lines.

How to use it

1. Open Accounting › Record › Purchases › Read a document with AI.
2. In Supplier (if you know it), choose the supplier, for example Papelaria Exemplo, Lda.
3. In Or paste the text of the document, paste the invoice text. The Documents (PDF or image) field takes the PDF or the photo, but today it gives an error (see “Common problems”).
4. Click Read the document. The Draft supplier invoice opens, with the document reference (in the example, FT 2026/45).
5. Read the Draft read by the AI box. Each item under Please confirm is a value the reader did not confirm.
6. On each line, click Taxes and choose the document's VAT. The reader does not choose it when the company has several purchase taxes with the same rate. When you type 23, the list shows 23%, 23% AUT UE, 23% EX SServiços, 23% AUT sucata, 23% AUT construção, 23% AUT emissões GEE, Retenção IRS 23% — trabalho independente (art. 151.º) and others. For a purchase from a Portuguese supplier with 23% VAT on the invoice, like the one in the example, choose 23%. The others are for special cases (reverse charge, services from abroad, withholding tax): see “When there is withholding tax or reverse charge” in How to post a supplier invoice before choosing one of them.
7. Check the Account of each line. On a line without a product, the draft keeps the default account of the Purchases journal (in the example, 6228 Outros), which is not the one for paper and toner. To change it, click the line's Account, type 6233 and choose 6233 Materiais / Material de escritório; do the same on the other lines. Then check that the Total is equal to the document's: in the example, €99.40 + VAT €22.86 = €122.26.

To post, follow How to post a supplier invoice from the draft.

Expected result

A supplier invoice in Draft, with the supplier, the reference, the invoice and due dates, the document lines with the right account (in the example, 6233 Material de escritório) and the VAT chosen (23%), and the total equal to the paper one (€122.26). There is not yet any journal entry or deductible VAT recorded: that only happens when the invoice is confirmed.

Important notes

• The figures in the Draft read by the AI box appear with a decimal point (122.26); those on the invoice, with a comma.
• The reader sends the document's text to the company's AI provider. Personal data goes with fictitious values, unless the company has allowed it on that connection.
• Copilot › Agents › Reader corrections keeps, per supplier, what you correct in a draft, so the reader can learn. Pending validation on screen: after choosing the VAT on both lines, the list stayed at “No corrections yet”; it is still unknown which corrections it keeps and when.

Common problems

When attaching a PDF or a photo, “Oops! Something went wrong...” appears

• Message: “Something went wrong... If you really are stuck, share the report with your friendly support service.”
• Cause: a product defect when reading attached files.
• What to do: remove the file and paste the document's text into Or paste the text of the document. Attach the PDF to the invoice afterwards, so it is kept as a supporting document.

The draft comes without a supplier and without lines

• Message in the box: “Supplier NIF: … no unique supplier with this tax number in your company: choose or create the supplier yourself (the reader never creates one)”.
• What to do: create the supplier with the NIF, delete the draft and read the document again, with the supplier chosen in Supplier (if you know it).

The window says the monthly limit would be exceeded

• Message: “The monthly AI spend limit of company … would be exceeded: … Nothing was sent.”
• What to do: ask the Fiscal administration profile to raise the limit, as explained in How to turn the Copilot on or off.