Instead of typing a vendor's bill in, you can upload it to SmartUploads. SmartLedger reads the vendor, invoice number, date, line items and GST, and nothing reaches your books until you review and approve it.
Before you start
SmartUploads is part of the Pro plan. If your plan doesn't include it, the page shows an upgrade prompt instead. Each upload uses pages from your plan's allowance.
Upload the bill
In the sidebar, go to SmartUploads → All Documents.
Click + New Upload and choose one or more files.
Upload a PDF or an image (PNG, JPG, WEBP or HEIC). A progress panel shows each file as Uploaded, processing.
Wait while SmartLedger reads the file. The Status column shows the step it is on, such as Reading pages.
When it's done, the Type column shows Purchase Invoice and the Review column shows Pending Review.
Review and approve
Click Review on the row. You can also use SmartUploads → Needs Review to see only documents waiting for you.
The document opens on the left with the details SmartLedger read on the right.
On the Invoice Details tab, check Invoice No, Vendor, Date, Place of Supply, GSTIN and Expense Category against the document.
If the vendor isn't in your vendor list yet, it is marked New and is created when you approve. Click the pencil next to it to correct its details first.
Check each line item's description, quantity, rate, HSN/SAC and GST(%).
Optionally choose a Project, and open the Journal Entry tab to see the entry that will post.
Click Approve & Book, check the journal entry in the confirmation, and click Approve & Book again.
If a required detail such as the date, vendor or line items is missing, SmartLedger names it and doesn't book the bill.
What happens next
- SmartLedger creates the purchase invoice with the status Unpaid, creates any new vendor and posts the journal entry.
- The review screen shows Booked. Click View Purchase Invoice to open the bill.
- On the bill, the Source Details card has a View Upload button that takes you back to the document.
If SmartLedger finds a duplicate
When an upload matches a bill already in your books, a Possible duplicate banner appears and Approve & Book stays disabled. Click Compare to see both documents side by side, then choose one:
- Update Invoice — copies this upload's details onto the existing bill instead of booking a second copy. The bill keeps its payments.
- Reject this upload — discards the new upload.
Rejecting an upload
If the document shouldn't be booked, click Discard and confirm. The upload moves to Rejected and no journal entry is posted.
Tips
- Use the arrows at the top of the review screen to move to the previous or next upload.
- If the document is really a sales invoice, open the document type selector next to the Purchase Invoice heading (it reads Purchase) and choose Sales Invoice. You can't change the type after approval.
- If a row shows Failed, use the retry icon in its status, or upload a clearer scan.
- The review screen has no TDS option. Edit the bill after approving it to deduct TDS.
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