PIPCloud
Upload Supplier Invoice
Batch Process Multiple Invoices
Upload multiple invoices (PDF or photos) at once. Suppliers will be automatically matched where possible.
Drop multiple files here or click to browse
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PIPCloud User Guide
A quick guide to getting the most out of PIPCloud.
Contents
Uploading Invoices
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1 Navigation bar — select Upload Invoice to access this screen
2 Supplier dropdown — optionally pre-select a supplier before processing
3 Drag-and-drop zone — drop your PDF or photo here, or click to browse
4 Process Invoice button — starts AI extraction on the uploaded file
5 Batch Upload section — process multiple invoices at once
You can upload invoices in two ways:
Single Invoice
- Click Upload Invoice in the navigation bar.
- Optionally select a supplier from the dropdown. If left blank, PIPCloud will try to match the supplier automatically.
- Drag and drop a PDF or photo of your invoice, or click to browse for the file.
- Click Process Invoice. The AI will extract all the invoice data.
- Review the extracted data on screen before saving.
Batch Upload
- Scroll down on the Upload page to find Batch Process Multiple Invoices.
- Select multiple PDF or image files at once.
- Click Process All Invoices. Each file is processed individually and suppliers are matched automatically.
- A progress bar shows how many have been completed.
Supported formats: PDF, JPG, JPEG, PNG, HEIC, HEIF. Scanned documents and photos of invoices are both supported.
Emailing Invoices
The quickest way to get invoices into PIPCloud is to forward them by email.
How It Works
- Your account has a dedicated email address (shown in Account Settings under "Invoice Email Address").
- Forward any invoice email to that address. The PDF attachment will be automatically extracted and processed.
- The invoice appears in your Invoices list with a "Pending" status, ready for review.
What Works
- PDFs attached directly to the email.
- Photos (JPG, PNG) of invoices attached to the email.
- Forwarded emails with the original invoice attached (including nested .eml attachments).
- Multiple invoices in a single email — each attachment is processed separately.
- Emails with no subject line — these process just fine.
What Won't Work
- Invoices pasted into the email body (not as an attachment).
- Word documents, Excel files, or other non-PDF/image formats.
- Password-protected PDFs.
- Links to download invoices (the file must be attached).
Duplicates: If you forward the same invoice twice, PIPCloud detects the duplicate and skips it to prevent double-entry. If you delete an invoice and need to reprocess it, simply forward the original email again.
Reviewing & Editing Invoices
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1 Status filter — filter invoices by Pending, Reviewed, Exported, or Archived
2 Supplier and Branch filters — narrow the list by supplier or location
3 Search bar — quickly find invoices by number, supplier, or amount
4 Batch Actions — select multiple invoices to change status or branch in bulk
5 Status badges — colour-coded status for each invoice (Pending, Reviewed, Exported)
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1 Invoice header fields — invoice number, date, supplier, document type, and branch
2 Status and toggles — current status badge, Ignore Stock and Pre-Totalled checkboxes
3 Line items table — description, quantity, unit price, VAT rate, and total for each line
4 Notes field — add a free-text note, optionally included in export
5 PDF viewer — the original document displayed side-by-side for comparison
6 Navigation arrows — move between invoices without closing the detail view
After an invoice is uploaded or emailed in, it appears with a Pending status. Here's how to review it:
- Click on any invoice in the list to open the detail view.
- The screen splits into two: invoice data on the left, and the original PDF on the right.
- Check the extracted data against the original document. You can edit any field by clicking on it.
- Use the navigation arrows at the top of the PDF pane to move between invoices without closing the view.
Key Fields
- Invoice Number & Date — Extracted automatically. Edit if incorrect.
- Document Type — Invoice or Credit Note. PIPCloud tries to detect this automatically.
- Supplier — Auto-matched where possible. Change by clicking the supplier field.
- Branch — Assign to a branch for filtering. Your default branch is applied automatically.
- Line Items — Each line shows description, quantity, unit price, and totals. Click any value to edit.
- Notes — Add a free-text note to any invoice. Tick "Include in export" to send the note to VetSCOPE.
Toggles
- Ignore Stock — When ticked, VetSCOPE will skip stock matching for this invoice.
- Pre-Totalled — When ticked, line totals won't be recalculated from qty x price (useful when the totals are already correct on the invoice).
Statuses
- Pending — Newly processed, awaiting review.
- Reviewed — You've checked it and it's ready to export.
- Exported — Already sent to VetSCOPE.
- Archived — Hidden from the default list view.
Importing in VetSCOPE
Once invoices have been reviewed in PIPCloud, they are imported into VetSCOPE from the Accounts Main Screen. The four vertical buttons in the top right corner of the Accounts screen handle importing and exporting:
The Four Buttons (Top Right)
- Import from PIPCloud — Pulls reviewed invoices from PIPCloud into VetSCOPE. This is how invoice data flows from PIPCloud into your accounts system.
- Export Prices — Sends your stock item prices from VetSCOPE to PIPCloud. You can choose to export all prices or just recent changes, keeping PIPCloud's price list up to date.
- Export Suppliers or Clients — Sends your supplier and client lists from VetSCOPE to PIPCloud. Choose all or recent to keep PIPCloud's supplier and client data in sync.
- Export Branches — Sends your branch/location names from VetSCOPE to PIPCloud so invoices can be assigned to the correct branch.
All or Recent: Each export option gives you the choice of exporting everything or just recent changes. Use "Recent" for regular syncs to keep PIPCloud's prices, suppliers, and clients up to date without re-sending the full list each time.
Importing Invoices from PIPCloud
- In PIPCloud, review your invoices and ensure the data is correct.
- In VetSCOPE, go to the Accounts Main Screen.
- Click the Import from PIPCloud button (top right).
- VetSCOPE pulls the reviewed invoices and creates the corresponding account entries.
- Once imported, the invoice status in PIPCloud changes to "Exported" and a VS Ref badge appears.
Managing Suppliers
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1 Add Supplier button — create a new supplier record
2 Search bar — filter suppliers by name
3 Currency and VAT columns — each supplier's default currency and VAT rate
4 Add VAT toggle — whether line totals include or exclude VAT
5 Edit and delete actions — modify or remove supplier records
Suppliers are the companies you receive invoices from. PIPCloud uses supplier settings to improve how invoices are processed.
Adding a Supplier
- Go to Suppliers in the navigation bar.
- Click Add Supplier.
- Enter the supplier name and configure their preferences.
Supplier Settings
- Currency — The currency this supplier invoices in (EUR, GBP, USD).
- Default VAT Rate — Applied to line items when the invoice doesn't specify a rate.
- Add VAT to Totals — Whether line totals should include or exclude VAT.
- Analysis Codes — Custom codes used by your accounting system.
Auto-matching: When you upload or email an invoice, PIPCloud automatically tries to match the supplier name on the invoice to your existing suppliers. If no match is found, the invoice is still processed but won't have supplier-specific settings applied.
Stock Items
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1 Search bar — filter stock items by code or description
2 Description column — the product or service name used for fuzzy matching
3 Unit price — the current price for this stock item
4 Pack size and supplier — additional details for each item
Stock items are the products and services that appear on your invoices. PIPCloud matches invoice line items to your stock list using fuzzy matching.
- Go to Stock Items to view and manage your stock list.
- Stock items can be pushed directly from VetSCOPE, or added manually.
- When an invoice is processed, each line item description is compared against your stock list and the best match is suggested.
- You can change the matched stock item on the invoice detail screen if the automatic match isn't right.
Branches
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1 Add Branch button — create a new branch/location
2 Branch name — the name of each location
3 Default badge — shows which branch is set as the default for new invoices
4 Invoice count — how many invoices are assigned to this branch
5 Actions — edit, delete, or set as default
If your business has multiple locations, branches let you organise invoices by site.
- Manage branches in Account Settings.
- Set one branch as your default — new invoices are automatically assigned to it.
- Filter the invoice list by branch using the dropdown filter.
- Change an invoice's branch on the detail screen or in bulk using the batch actions.
- Branches can also be pushed from VetSCOPE automatically.
Email Log
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1 Date column — when the email was received
2 From column — the sender's email address
3 Subject column — the email subject line
4 Attachments column — number and type of attachments found
5 Status column — processing result (Completed, All Skipped, No Attachments, Duplicate)
The Email Log tab shows every email received by PIPCloud and what happened to it.
Status Meanings
- Completed — Email processed successfully, invoices created.
- All Skipped — Attachments found but all were duplicates or had errors.
- No Attachments — No PDF or image files found in the email.
- Duplicate — This exact email was already processed.
- No User Match — The email was sent to an address not linked to any account.
Tip: If an email shows as "No Attachments" or "All Skipped", expand the row to see the specific reason. This helps troubleshoot why an invoice didn't come through.
Account Settings
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1 Account Information — your username, API ID, and account code
2 Email Address — used for password reset and notifications
3 Invoice Email Address — the dedicated address to forward invoices to
4 Notification Settings — control email notifications and batch size
5 VAT Rates — toggle which rates appear in dropdowns, add custom rates
6 Change Password button — update your login password
Click Account Settings in the top right to manage your account.
- Email Address — Used for password reset and invoice notifications.
- Invoice Email Address — The address to forward invoices to (set by your administrator).
- Notification Settings — Choose whether to receive email notifications when invoices are processed, and how many invoices to batch before sending a notification.
- VAT Rates — Control which VAT rates appear in dropdowns when processing invoices. Toggle standard rates (0%, 13.5%, 20%, 23%) on or off, and add custom rates if needed. Euro accounts default to 0%, 13.5%, and 23%; Sterling accounts default to 0% and 20%.
- Branches — Add, rename, delete, and set default branches.
- Change Password — Update your login password.
- Account Information — Your username, API ID, and account code.
Tips & Troubleshooting
Getting the Best Results
- Use clear, high-quality PDFs or photos. Blurry or low-contrast images may not extract well.
- Set up your suppliers before processing invoices — this improves auto-matching and applies the correct VAT and currency settings.
- Use the side-by-side PDF viewer to check extracted data against the original document.
- Use batch upload for multiple invoices from different suppliers — each one is matched independently.
Common Issues
- "No invoice attachments found" — The email didn't contain a PDF or image file. Make sure the invoice is attached, not just pasted into the email body.
- "Duplicate invoice number" — An invoice with the same number already exists. Check your invoice list to see if it's already there.
- Wrong supplier matched — Click the supplier field on the invoice detail screen to change it. Over time, the matching improves as you add more suppliers.
- Missing or incorrect data — The AI does its best but isn't perfect. Always review extracted data before exporting. You can click any field to edit it.
- Invoice not arriving via email — Check the Email Log tab for the reason. Common causes are: unrecognised attachment format, duplicate email, or email sent to the wrong address.
Keyboard Shortcuts
- Escape — Close the current modal or detail view.