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Invoice FAQ

Common questions about uploading, processing, and managing invoices in Mod AI.

How do invoices get into Mod AI?

Invoices enter Mod AI in two ways:

  • Email forwarding -- Set up auto-forwarding from your AP inbox to your dedicated Mod AI email address. Invoices are detected, extracted, and processed automatically.
  • Manual upload -- Drag and drop invoice files directly into the Mod AI interface, or click the upload button to select files from your computer.

Both methods start the same AI processing workflow. Email forwarding is best for ongoing automation, while manual upload is useful for one-off invoices or catching up on a backlog.

How long does processing take?

Most invoices are processed in 30 to 60 seconds. During this time, the AI extracts all relevant data (vendor, amounts, dates, line items, GL codes), matches the invoice to a vendor, and runs validation checks. Complex invoices with many line items or poor image quality may take slightly longer.

What if the AI extracts something wrong?

Edit the field directly on the invoice detail page. Click on any extracted value to update it. Your correction is saved immediately and also helps the AI learn -- future invoices from the same vendor will benefit from your corrections.

Can I process invoices in bulk?

Yes. You can upload multiple files at once by dragging them into the upload area or selecting multiple files from the file picker. Once uploaded, you can use bulk actions on the invoice list page to change statuses, submit for approval, or perform other batch operations on multiple invoices at once.

Can I see the original document?

Yes. The invoice detail page includes a PDF viewer that shows the original document side-by-side with the extracted data. You can zoom, scroll, and navigate multi-page documents while reviewing the extracted fields.

Can I delete an invoice?

Yes, if you have the right role. Admins, Managers, and Clerks can delete invoices. Once deleted, an invoice cannot be recovered, so make sure you intend to remove it before confirming.

What happens if processing fails?

If processing fails, the invoice gets an Error status. Open the invoice to see the error details, which explain what went wrong. Common causes include:

  • The file is corrupted or unreadable.
  • The document is not an invoice (e.g., a cover letter or remittance advice).
  • A temporary system issue occurred.

You can try reprocessing the invoice, or re-upload a cleaner copy of the document if the original was poor quality.

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