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Invoices & Receipts

Editing Invoice Data

Edit extracted invoice fields, change document type, manage line items, and run invoice rules on the invoice detail page in DocuClipper.

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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.

Apply a value to all line items (bulk-apply)

Multi-line invoices often need the same category, product/service, or tax code on every row. After you set one of these on a single line, DocuClipper shows an Apply to all line items prompt — click it to copy that value to every line at once instead of editing them one by one. You can do this per export target (QuickBooks, Xero, or Excel), and it only touches the classification field you applied, leaving descriptions and amounts alone.

If the invoice has already been synced, the bulk-apply pushes the updated classification back to QuickBooks or Xero automatically — see QuickBooks & Xero two-way sync.

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.

Bulk actions across invoices

Some actions are faster from the Invoices list than one invoice at a time. Select multiple invoices with the row checkboxes, then:

  • Bulk approve / reject – Set the approval status on every selected invoice in one step (with an optional comment). Approving in bulk respects the approval workflow — you must be an approver for the invoices you act on.
  • Bulk delete – Remove several invoices (or imported rows) at once.

What to do next

After editing:

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