Uploading Invoices
VaultAP accepts invoices as image or document files. Once uploaded, each invoice is processed through OCR to extract key fields and then scored for fraud risk.
Supported Formats
VaultAP supports the following file types:
- PDF -- single or multi-page documents
- PNG -- scanned or exported images
- JPG / JPEG -- photographic or scanned copies
- TIFF -- high-resolution scanned documents
Each file must be 25 MB or less. Files exceeding this limit will be rejected at upload time.
Upload Methods
Single File Upload
Navigate to the Invoices page
Click Invoices in the sidebar, then click the Upload button in the top-right corner.
Select a file
Click Browse Files to open your system file picker and select the invoice you want to upload.
Wait for processing
VaultAP will extract invoice data via OCR and run fraud scoring automatically. You will see a progress indicator while this happens.
Review the result
Once processing completes, the invoice appears in your queue with a fraud risk score from 0 to 100 and an AI-generated explanation.
Drag and Drop
You can also drag a file directly from your desktop or file manager onto the upload area on the Invoices page. The drop zone is highlighted when a file is hovering over it.
What Happens After Upload
- OCR extraction -- VaultAP reads the document and extracts vendor name, invoice number, line items, totals, dates, and bank details.
- Fraud risk scoring -- The extracted data is evaluated against VaultAP's rule engine and scored from 0 (no risk) to 100 (highest risk).
- AI explanation -- A plain-language explanation is generated describing which factors contributed to the score.
- Routing -- Invoices that exceed your configured risk threshold are automatically routed to the review queue for human review.
If OCR extraction fails (for example, due to a heavily corrupted or unreadable scan), the invoice will be flagged with an Extraction Error status. You can re-upload a clearer copy.