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From supplier PDF to draft bill: how Nefin's AI extraction works
Nefin Team6 min read
Every supplier invoice that arrives as a PDF or a phone photo has to become a bill in your books: vendor, number, dates, every line, every VAT rate, the total. It's slow, it's repetitive, and a single transposed digit shows up three months later as a VAT difference nobody can explain.
Nefin's AI extraction does the typing. It does not do the bookkeeping for you: what you get is a filled-in draft that you read, correct and confirm.
Animation: a supplier's bill is scanned and Nefin fills in the New Bill form from it.
- A supplier's PDF bill is dropped onto a new bill.
- A scan passes down the page; the vendor, bill number, issue date and due date are found and filled into their fields, each with a confidence score.
- Each line item, the 18% VAT and the 188.80 total are found and added to the bill's lines.
- The vendor is matched to an existing contact, and the bill is a draft: nothing posts until you confirm.
- Saving keeps the PDF attached to the bill.
Drop the file on a new bill
Open a new bill and drop the supplier's invoice onto the "Upload invoice (AI)" area. Nefin accepts PDF, PNG, JPEG and WebP files up to 10 MB, and multi-page PDFs are fine. The file is uploaded straight to storage, read in the background, and the form fills in when the result is ready, usually within seconds.
What it reads
| Part of the invoice | What Nefin extracts |
|---|---|
| Supplier | Name, email, phone, address, tax ID, business number (NUI) and VAT number, bank, IBAN and SWIFT |
| Header | Invoice number, issue date, due date, currency, notes |
| Lines | Description, quantity, unit price before VAT, VAT rate, line total |
| Foreign currency | The exchange rate printed on the invoice, with its own confidence, shown for you to accept |
Text is kept exactly as printed, which matters when your suppliers write in Albanian. Prices printed with VAT included are converted to prices before VAT, and the model checks that the lines plus VAT add back up to the invoice's grand total before handing anything over.
What it deliberately won't do
- It won't invent a due date. If the invoice only says "30 days", the due date stays empty for you to set, rather than a guess you might not notice.
- It won't convert currencies silently. A foreign-currency rate is shown with its confidence so you can accept or change it.
- It won't post anything. The result is a form, not an entry in the ledger.
Check the draft
The extracted values land in the normal New Bill form, each one editable. Nefin matches the supplier to your existing contacts by name and offers to create a new vendor when there's no match, so you don't end up with three spellings of the same company. Lines that don't match an item offer a one-click "create item", and each VAT rate is mapped to one of your purchase rates.
Activate: now it posts
When the bill is right, activate it. That's the moment it enters the ledger, with the original file attached to the bill for whoever audits it next:
| Account | Debit | Credit |
|---|---|---|
| 6000 Operating expenses (or the item's purchase account) | 160.00 | |
| 2210 VAT input | 28.80 | |
| 2000 Accounts payable | 188.80 |
From there it behaves like any other bill: it shows in payables aging, goes overdue after its due date, and is settled by a payment, or straight from your bank statement when you reconcile.
Allowances
Every plan includes a monthly extraction allowance: 10 on Starter, 60 on Professional and 180 on Business. Beyond that, each extraction is metered at a small per-document price, and only successful extractions count. Extraction also works during your free trial.