Skip to content
Nika

How to Batch Import Dozens of Invoices at Once

You have a folder of 40 PDF invoices that all need entering. Nika processes the entire batch in one pass, reading each document, extracting every field, and filing them into your records. Where a field is unclear, she queues it for your confirmation. The backlog clears in minutes, not days. From $0.40 per invoice.

A supplier sends a batch of invoices. Or you download a month of invoices from a portal into a folder. Now you have 30 or 50 PDF files sitting on your desktop, and each one needs the same manual treatment: open, read, type the fields into your accounting tool, save the file. The problem is not complexity, it is volume. One invoice takes three minutes. Fifty invoices takes two and a half hours of repetitive typing that no one wants to do, so the batch sits there and grows.

How Nika handles it

  1. 1Drop the entire folder into her mailbox or upload the batch directly
  2. 2She reads each document in sequence and extracts every field with confidence
  3. 3Unclear fields go to the approval queue with her best guess attached, not into your records
  4. 4She files each completed invoice and archives the source document
  5. 5Her report tells you how many were filed cleanly and how many need your one-tap confirmation

When you need to step in

If any invoice in the batch is a duplicate of one already filed, Nika flags it rather than entering it twice. If a document in the folder is not actually an invoice (a statement, a delivery note), she sets it aside and notes it. You review the exceptions, not the batch itself.

The old way

You open each PDF one by one, type the supplier, date, number, amount and VAT into your accounting tool, save the file to a folder, and move to the next. After twenty invoices your eyes glaze over, typos creep in, and you lose track of which ones you already entered. The batch that should take an hour stretches into a full afternoon.

Questions

How many invoices can Nika process in one batch?

There is no hard limit. Whether you import 10 or 100, Nika processes them in sequence at machine speed. The real constraint is verification of uncertain entries, which she routes to the approval queue rather than guessing. A batch of 50 invoices is typically cleared within the same day.

What happens to documents in the folder that are not invoices?

Nika recognises when a file is not an invoice — a bank statement, a delivery note, a contract. She sets it aside rather than forcing it into your records, and lists it in her report so you know it was excluded and why.

Hire Nika

Other scenarios