Skip to content
Aavenir Atlas early access is open Contractflow on the ServiceNow Store since 2019 Runs on ServiceNow, or standalone ProcureTech100 2025/26 Pioneering Digital Solution ISO/IEC 27001:2022 certified, SOC 2 Type 2 compliant

Glossary

What is invoice data extraction?

Invoice data extraction is capturing supplier invoice details, such as number, supplier, amounts and lines, as structured data that can be checked, matched and paid.

Schedule a Demo All Glossary Terms

How it works

  1. The invoice arrives as a PDF, image, paper scan or electronic file.
  2. Software reads it using optical character recognition and AI.
  3. Fields such as invoice number, supplier name and address, dates, line items, tax and total are extracted.
  4. The data is validated against supplier records and rules.
  5. The invoice is matched to the purchase order and receipt, then sent to the finance system for approval and payment.

Why it matters

Invoice data capture used to mean typing details into a ledger by hand. That creates backlogs and errors that slow the month end close. Extraction done well removes the rekeying, flags missing or inconsistent fields early and gives accounts payable clean data to work from. Accuracy depends on invoice quality and on people reviewing the uncertain fields.

How Aavenir handles it

Invoiceflow captures invoices from email and the supplier portal, extracts their data and matches it to the purchase order, receipt and signed contract. Aavenir AI marks fields it is unsure of, and a person confirms them before payment. The same extraction approach reads contracts in AI contract extraction.

Tips for better accuracy

Ask suppliers to submit through a portal or as electronic files where possible, include the purchase order number on every invoice and keep supplier records clean, so extracted data matches on the first pass.

Keep reading

Accounts payable automation Accounts payable automation uses software to capture supplier invoices, extract their data, match them to orders and route approvals with little manual entry.Read more Invoice approval Invoice approval is reviewing and authorizing a supplier invoice before it is recorded and paid, to confirm the goods or services arrived at the agreed price.Read more Accounts payable Accounts payable is the money a business owes suppliers for goods and services received but not yet paid, shown as a liability, and the team that pays it.Read more

Frequently asked questions (FAQ)

Common questions

What data is extracted from an invoice?

Typically invoice number and date, supplier name, address and tax details, purchase order number, line items with quantities and prices, tax, total and payment terms. Read about accounts payable automation.

Is optical character recognition enough for invoice extraction?

It reads the text, but understanding which text is the total or the order number needs more. Modern tools add AI to read layouts they have not seen before, with people checking uncertain results. See Invoiceflow.

What happens after invoice data is extracted?

The data is validated, matched to the order and receipt, approved and posted for payment. Exceptions go to a person. Exceptions go to a person. Read about invoice approval.

Have a question we have not answered? Ask the Expert

Schedule a demo

See your contracts run on one record.

  • 1 A 30 minute walkthrough Built around your team, whether that is procurement, legal, IT or finance.
  • 2 Your contracts, not ours Bring a few sample agreements and watch Aavenir AI extract and review them.
  • 3 ServiceNow or standalone We show the deployment that fits the systems you already run.

Prefer to talk first? Contact the team.