Reviewing and publishing

After Capture processes a document, it lands in your review queue. This guide covers the review interface, editing extracted data, and publishing to your accounting platform.

The review interface

The review screen shows the original document alongside the extracted data. You can view the document and edit any field before publishing.

The review interface. Showing the original document and the automatically extracted data

What you’ll see:

• The original document (zoomable)
• Extracted header fields (supplier, invoice number, dates, currency, amounts)
• The matched contact (with match method and confidence score)
• Line items with description, quantity, amounts, tax rate, and account code
• The bill state that will be used when publishing
• An edit history to show which fields have been changed and by whom
• An event timeline showing processing history

Editing extracted data

All extracted fields are editable. You can make any changes you need before publishing.

Header fields:

• Supplier name
• Invoice number
• Issue date and due date
• Currency
• Net amount, tax amount, and total amount

Line items:

• Description
• Quantity and unit amount
• Tax rate (from your client’s synced tax rates)
• Account code (from your client’s chart of accounts)
• Tracking categories

Contact:

• Select a different contact from your synced contacts
• Create a new contact if the supplier doesn’t exist yet

Bill state:

• Override the default bill state (Draft, Submitted, or Authorised) for this specific document

Tip

If you need to change the default bill state for all future documents, update it in the client configuration instead.

Changes are saved automatically and tracked in the edit history with before/after values. If you come back to the same document within 30 minutes, your changes are merged into the same edit rather than creating a new revision.

Creating contacts during review

If the extracted supplier or customer doesn’t match any existing contact, you can create a new one directly from the review screen. The new contact is saved locally and will be created in your accounting platform when you publish the document.

Publishing

When you’re satisfied with the extracted data, click Publish to send the document to your accounting platform.

Before publishing, Capture validates the data:

Errors (must be fixed before publishing):

• Missing required fields (contact name, invoice number, issue date, currency, total amount)
• No contact selected
• No line items
• Invalid account codes (not in your chart of accounts)
• Invalid tax rates (not applicable to this document type)
• Currency not configured in your accounting platform

Warnings (can be acknowledged and published anyway):

• Missing due date
• Line item amounts don’t match header totals

What gets created

When you publish a document, Capture creates the following in your accounting platform:

1. A bill or invoice: With all the header fields, line items, and tax information
2. A contact: If you created a new contact during review, it’s created first
3. An attachment: The original document file is attached to the bill or invoice

The bill is created in the state you selected (Draft, Submitted, or Authorised).

Handling publish errors

If publishing fails, the document is marked as Publish failed and an error message explains what went wrong. Common causes:

• Invalid account code: An account code was removed or deactivated in your accounting platform since the data was synced. Refresh the synced data and update the line item.
• Invalid tax rate: A tax rate is no longer valid. Refresh the synced data and select a different rate.
• Authentication error: The connection to your accounting platform has expired or been revoked. Reconnect and retry.
• Rate limited: Too many requests in a short time. Wait a moment and retry.

After fixing the issue, you can retry publishing from the review screen.

Discarding documents

If a document shouldn’t be published (duplicate, irrelevant, or too poor quality), you can discard it. Discarded documents are kept in Capture for reference but won’t be published.