Overview #
After DocuClipper extracts data from an invoice or receipt PDF, you can edit the extracted fields, change the document type, add or remove line items, and run invoice rules to auto-fill categories or products. This article describes how to edit invoice data on the invoice detail page.
Opening the invoice detail page #
From the Invoices list, click a row to open that invoice. You’ll see the main form (document type, vendor/customer, line items) and a right sidebar with Export & Sync, Approvals, Bank transaction matching, PO matching, and Rules.
Document type #
At the top of the form, Document type tells DocuClipper how to treat the invoice when exporting:
- For QuickBooks: Bill or Expense (payables), or Invoice (receivables).
- For Xero: Bill (ACCPAY) or Sales Invoice (ACCREC).
- For Excel: Bills/Payables or Invoices/Receipts.
Changing document type can change which fields are shown (e.g. Vendor vs Customer) and may trigger invoice rules to run again (e.g. to set categories or products).
Vendor and customer #
Edit the Vendor (for bills/expenses/payables) or Customer (for invoices/receivables) as needed. You can type a new name and, when exporting to QuickBooks or Xero, create a new vendor/customer in the accounting app if it doesn’t exist.
Header fields #
Depending on document type and export target, you can edit fields such as:
- Invoice number
- Invoice date
- Due date
- Total / currency
Click in the field and change the value. Changes are saved as you go.
Line items #
Line items are the individual rows on the invoice (description, quantity, rate, amount, and for payables often a category, or for receivables a product/service).
- Edit – Click a line to edit description, amount, category, or product/service.
- Add line item – Use Add line item to add a new row.
- Delete line item – Remove a line you don’t need.
For QuickBooks/Xero, line items usually need a category (expense/bill) or product/service (invoice) before syncing.
Invoice rules (Edit Rules) #
Invoice rules automatically set category (for bills/expenses) or product/service (for invoices) based on vendor, customer, or line description.
- Click Edit Rules to open the rules editor: add conditions (e.g. Vendor contains “X”) and set the category or product/service to apply.
- After saving rules, they can run when you change document type or when you trigger “Run rules” (if the UI offers it). Rules apply to the current invoice (and often to new invoices as they are processed).
See Setting up invoice rules for full details.
What to do next #
After editing:
- Export to QuickBooks or Xero – Use the Export to dropdown and then Import / Sync to Xero (see How to import invoices and receipts into QuickBooks Online and Export invoices to Xero).
- Export to Excel – Choose Export to → Excel and click Download (see How to convert invoice and receipts to Excel).
- Match to bank transactions – Use Match to Bank Transactions in the sidebar (see Invoice to bank transaction matching guide).
- Match to purchase order – Use the PO matching option in the sidebar (see Invoice to purchase order matching guide).
- Submit for approval – Use the Approvals section (see Invoice approval workflow).
Related articles #
- Using the Invoices list – Tabs, columns, and opening an invoice.
- Setting up invoice rules – Automate categories and products.
- Downloading invoices and receipts – Bulk download and custom columns.
