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Help Center›Purchase Orders & Invoices›[Beta] Paperless: Automatically Loading Invoices
Table of contents
  • Mobile
  • Back office website
  • Reviewing the Scan
  • Linking to Purchase Orders
  • Tips
    • Related articles

    [Beta] Paperless: Automatically Loading Invoices

    Last updated September 1, 2025

    🧪

    Paperless is a beta product Transformity is currently testing with a select set of users.

    You can upload invoice PDFs directly to Transformity. Once uploaded, they’ll be automatically added to your account and saved in an “unopened” state. This means they won’t be submitted right away—you’ll have a chance to review and make any necessary changes before submission. This feature is currently in beta.

    Mobile

    📲

    Make sure you're on the latest version of the mobile app. Clear the app from your recently opened app then open it again to get the latest version.

    1. Click on "More" -> "Upload Invoices"
    2. Click on "Add Document" and choose one of the options
    1. "Scan with Camera" - you can scan all invoice pages from the app.
    1. It is recommended to scan using manual mode. You can toggle the mode by clicking on the mode in the top right corner.
    2. Scans should be taken against a dark, flat background
    1. "Photo Library" - you can choose image(s) from your device to upload.
    2. "Files" - you can choose a PDF you have saved on your device.
    1. Click "Submit Invoice"
    2. Choose the vendor for the invoice, then click "Upload Invoice"

    Back office website

    1. Click on the menu button -> "Invoices"
    2. Click on "Upload PDF"
    3. Choose the vendor for the invoice
    4. Select your file to upload
    5. Click "Upload"

    Reviewing the Scan

    Once uploaded, a Transformity-generated invoice will appear with 0 items to start. After a few minutes, items should populate into the invoice. You can then review the created items against the scanned document.

    [Beta] Paperless: Automatically Loading Invoices

    Transformity also stores the scan for future reference. To view it, open the invoice and click the image icon in the top header. This is useful for comparing against the invoice in the system and for looking back at the original document if needed.

    Linking to Purchase Orders

    After the AI has filled out the invoice, you can link the invoice to a specific purchase order:

    1. Click on the invoice
    2. Click "Link Purchase Order"
    3. Select your desired purchase order to link to in the dropdown
    4. Select whether you want to import items from the purchase order to the invoice
    5. Click "Link Purchase Order"

    Important Things to Note When Linking

    • Only purchase orders with the specified vendor in the "In Progress" or "Submitted" state are available to link to. You cannot link to a "Completed" purchase order.
    • Once an invoice is linked to a purchase order, it cannot be unlinked.
    • Only items on the purchase order that are "Finalized" can be imported to the invoice. If a purchase order is "In Progress," no items will be imported.
    • When the last invoice is received for a purchase order, the purchase order will automatically be moved to "Completed."
    • You should wait until after the invoice is filled out by the AI to link it. Otherwise, you may see duplicate items if you import items from the purchase order before the AI is complete.

    Tips

    Quality matters—make sure invoices are:

    • Clear – text and numbers are easy to read.
    • Straight – edges and lines are aligned.
    • Complete – no missing sections.
    • In order – pages are in the correct sequence.

    Possible differences:

    • AI processing may cause slight differences between the uploaded PDF and what appears in the system.
    • Items are loaded in the order they appear on the invoice.
    • It’s easiest to check for discrepancies by comparing totals.
    • Fees in the system are calculated from stored environmental fee/bottle deposit rates—not directly from the invoice. If fees differ, the item multipliers may need adjustment.

    Processing Time:

    • Most invoices load in under 5 minutes.
    • In some cases, it can take up to 15 minutes.
    • If your uploaded invoice doesn’t appear after 15 minutes, contact support for help.

    Document scanner:

    While your mobile camera is great, the best quality scans occur with a document scanner:  https://a.co/d/90l68UQ 

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