Overview

Supplier invoice scanning helps you track what you spend on each job without manual data entry, by scanning supplier invoices and matching them to the right job.

There are two ways to get an invoice into Jobber: upload it directly from the Expenses page on the web, or capture a receipt with Jobber AI from the Jobber app. This article covers uploading from the web. For mobile receipt capture, see Expenses in the Jobber App.

When you upload a supplier invoice, Jobber reads the document and creates a draft expense. It pulls the amount, date, and supplier details, then matches the invoice to a job automatically. You approve each document before anything is added to a job.

Supplier invoice scanning availability

Supplier invoice scanning is available on the Plus Plan. View our current pricing plans.

To check what plan you’re on, select the Gear Icon, then choose Account and Billing. If you have any questions about your plan’s features or pricing, our support team is here to help!

Note: To upload supplier invoices, you need to be an account owner or admin. Team members with field worker access cannot upload invoices.

Uploading supplier invoices from the Expenses page is a web-only feature. To capture a receipt from the Jobber app, see Capture a receipt with Jobber AI in Expenses in the Jobber App.

How scans get matched to jobs

When you upload a supplier invoice, Jobber scans the whole document for a job number and attaches the expense to that job automatically.

Jobber looks for a job number in:

  • The purchase order (PO) number
  • The reference or order number
  • Notes, memo, and description lines

To get a match, put the job number on the purchase order you send your supplier. When the supplier’s invoice includes that same number, usually in a field like Your P.O. No., Jobber finds it and attaches the expense to the right job.

You can find a job’s number on the Job Details page. It’s listed as Job #, next to the client’s information.

Note: Jobber only matches a scan when the number it finds matches a job in your account. If no match is found, Jobber still creates the draft expense — choose the job yourself during review.

Upload a supplier invoice

Follow these steps to upload a supplier invoice and create a draft expense:

  1. Select Expenses from the side navigation menu.
  2. Select New expense.
  3. In the upload drawer, drag and drop your files or use the file picker to select them. You can upload up to 25 documents at a time.
  4. Select Upload.

Jobber begins processing your uploads. The drawer closes and a confirmation appears. Switch to the Uploads tab to monitor progress.

Jobber extracts information from your uploads automatically, including supplier name, invoice number, amounts, and the purchase order (PO) number it uses to match the invoice to a job. If an upload is not a PDF, Jobber attaches it as a receipt — you will need to enter the expense details manually.

Review and approve draft expenses

After Jobber processes your documents, the results appear in the Uploads tab. Uploads with multiple invoices display each invoice document individually.

To review and approve a draft expense:

  1. Navigate to Expenses, then select the Uploads tab.
  2. Find the upload you want to review and select it to expand it.
  3. Review the extracted details for each invoice, including: 
    • Date
    • Item name, 
    • Description, 
    • Total (the subtotal from the invoice, not including tax) 
    • Related job
    • Accounting code
    • Who the expense is reimbursable to, if applicable
  4. Select Create expense to approve and create the expense, Cancel to close the panel without saving, or Delete to remove the draft without creating an expense.

Approved expenses move to the Expenses tab and appear alongside your other expenses. Deleted documents are removed from the Uploads tab.

If documents are still processing, you will see placeholder rows while Jobber scans them. Processing typically takes a few minutes. A banner at the top of the tab lets you know how many documents are still in progress.

How the Uploads tab works

The Uploads tab on the Expenses page shows all supplier invoice uploads that need your review.

The tab shows a red badge when documents require your review. Select an upload to expand it and see the individual invoice documents extracted from that upload.

When all documents are reviewed and approved or discarded, the Uploads tab shows a confirmation that you are caught up.

If an upload fails to process, the Uploads tab shows an error message. You can see the error details in that upload’s row.

Filter and sort your expenses

The Expenses tab includes filters and sorting options to help you find specific expenses quickly.

Filter expenses

You can filter the list using any of the following:

  • Entered by: show expenses entered by a specific team member
  • Status: filter by expense status, such as pending reimbursement or paid

To apply a filter, select the filter pill at the top of the Expenses tab, choose your criteria, and select Apply. To remove a filter, select the pill again and select Clear.

You can also use the Search bar to find expenses by keyword, such as a supplier name or invoice number.

Sort expenses

Select a column header to sort the expense list by that column. The following columns support sorting:

  • Date: the date on the expense
  • Created: the date the expense was added to Jobber

Select the same column header again to reverse the sort order.

Manually create an expense

If you want to add an expense without uploading a document, you can still create expenses manually. Select New expense, then choose Fill in details manually from the upload drawer.

Learn more about Expenses