InvoiceXL / Practical guide

Why an invoice total does not match extracted line items

Use the reconciliation fields to distinguish arithmetic differences from missing or misread invoice data.

Start with the stated convention

Expected total equals the sum of extracted net line amounts plus tax plus shipping minus the absolute discount. Printed subtotal is checked separately against line amounts. The tool does not treat a mismatch as fraud or decide which source figure is correct. A missing printed total produces unavailable status.

Use a controlled example

Two net lines of 100.00 and 25.50 with tax 12.55 imply 138.05. If the printed total is 139.05, the difference is 1.00 and the invoice is highlighted red. This synthetic test intentionally changes the total; a real difference could come from an omitted item, OCR, rounding or another charge.

Check tax and discounts

A tax-inclusive item amount must not have the same tax added again. Tax summary tables can repeat a previously printed tax figure; compare the extracted tax with the original. Shipping and a single discount label are recognized in common layouts. Complex discounts, retentions and multi-rate taxes may need manual spreadsheet work.

Correct from the source

Review flagged invoice and item rows in the preview, then correct values in your downloaded Excel file using the PDF as authority. To rerun recognition, change the source or date-order setting and upload again. Each successful paid file conversion costs a credit; failed extraction consumes none. A matching result still needs a source comparison.

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Written by Zijian Xiao. Examples are synthetic. Review all extracted results against your original source file.