InvoiceXL / Practical guide

Prepare a supplier-invoice Excel table for tax and expense review

Use separate invoice and line-item tables as checked source data for your bookkeeper.

Collect comparable source files

Use one invoice per PDF and retain supplier labels and currency codes when present. Select the correct date order for slash dates: 04/05/2026 is otherwise ambiguous. InvoiceXL preserves an ambiguous printed date and flags it for review instead of silently choosing a tax period.

Analyze at the right level

Use Invoices for invoice totals, printed tax and reconciliation status, one row per document. Use Line items for product or service detail, one row per item. Both are Excel tables with filters. Sum totals from Invoices so a four-item invoice contributes once, not four times.

Separate currency and tax treatment

Keep USD, GBP, CAD and AUD totals separate. Printed tax is extracted data, not a determination of deductibility, VAT eligibility or GST treatment. Missing tax remains blank instead of being asserted as zero tax. Give the original invoices and checked tables to the person responsible for your accounts.

Resolve warnings before relying on totals

Filter for mismatch or Please verify. Reconcile net items, tax, shipping and discount with the printed invoice, then correct your local workbook. The tool does not validate supplier registration, calculate exchange rates or file returns. Its purpose is a traceable starting table and an arithmetic aid.

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