AI invoice import: a vendor PDF becomes a purchase order
A screen supplier's invoice has forty lines on it. Typing those into inventory is an hour you'll never get back, twice a week. Upload the PDF instead and check the result.
- Reads PDFs and images
- Creates new products
- Lands shipping & tax
- You confirm before saving
Upload the invoice you already received
Suppliers send invoices as PDFs, as photographs, as spreadsheets, as an emailed image of a printout. RepairBiz reads all of those. You upload the file on a new purchase order and the AI extracts the vendor, invoice number, date, line items, quantities, unit costs, shipping and tax.
Nothing is committed at that point. The extracted lines appear in the purchase order for you to look over — because a smudged fax and an unusual layout are real, and you want a human glance before forty products enter your catalog.
- PDF, image, spreadsheet and CSV invoice files supported
- Vendor, invoice number and date read from the document
- Line items with quantities and unit costs extracted
- Shipping and sales tax picked up from the invoice
- Everything presented for review before it's saved
Products you've never stocked are created for you
The slowest part of manual entry isn't the quantities — it's the new SKUs. A supplier ships you a model you've never carried, and now you're creating a product record with its manufacturer, category, color and storage before you can even receive it.
The AI import creates those product records from the invoice description, with the cost from the invoice line. Existing products are matched instead of duplicated, so your catalog doesn't fill up with three versions of the same screen. You then set selling prices and bins on the new items.
- New product records created from invoice line descriptions
- Cost taken from the invoice line rather than typed
- Existing products matched instead of duplicated
- Set selling price, minimum price and bin after import
- Serial-tracked items ready to receive individual units
Landed cost calculated, not estimated
Your real cost per unit includes the shipping and tax on the shipment. Because the import captures those totals from the invoice, the purchase order can spread them across the received items so each unit's cost reflects what it actually cost you to have on your shelf.
That flows straight into margin. When you set a selling price, the number you're pricing against is a true landed cost — not the invoice line that ignores the $90 of freight on the box.
- Shipping cost and sales tax landed across received units
- Per-unit cost reflecting true landed cost
- Margin visible against real cost when pricing
- Supplier invoice number and lot reference stored on the PO
- Payment terms, partial payments and balance due tracked
From import to stock on the shelf
Once you've confirmed the purchase order, receiving it increases your stock levels. Serialized products let you enter each unit's IMEI or serial as it's unboxed, and each one is linked back to this purchase order and its cost.
The PO also becomes a payable: what you owe the vendor, what you've paid, and the balance outstanding, rolled into that vendor's running balance. So one uploaded PDF has updated your catalog, your stock, your costs and your payables.
- Receiving the PO increases stock levels
- IMEI and serial capture per unit during receiving
- Each unit linked to its originating purchase order and cost
- PO recorded as a payable against the vendor's balance
- Return purchase orders for sending defective stock back
What one upload replaces
An hour of typing, gone
Forty invoice lines are read in seconds instead of keyed in one at a time.
New SKUs without setup
Products you've never carried are created from the invoice description and cost.
Cost you can price against
Freight and tax land into per-unit cost, so margin isn't quietly overstated.
Reviewed, not blindly trusted
Every extracted line waits for your confirmation before it touches your catalog.
Explore the rest of RepairBiz
Every module below is included in the same subscription — nothing here is a paid add-on.
Repair Shop Software
The all-in-one platform: POS, tickets, inventory, books.
Repair Shop POS
Sell parts and labor from the same screen you write tickets on.
Shop Management Software
Run staff, registers, permissions and reporting in one place.
Repair Ticket Software
Digital tickets from intake to pickup, with full status history.
Inventory Software
Screens, batteries and accessories by SKU, bin, cost and margin.
IMEI Tracking Software
Every serial's full history — purchased, repaired, sold.
Frequently asked questions
Upload your next supplier invoice
Turn a vendor PDF into a received purchase order in minutes — free for 30 days.
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