# Invoice capture for IFS Cloud

IFS Cloud has invoice capture built in. Pulsify gives each company its own email address, reads every invoice line by line and creates the supplier invoice in IFS Cloud.

Invoice capture means getting supplier invoices out of email and paper and into your system as data, without typing them in.

## What IFS Cloud does on its own

From 25R2 IFS Cloud has Data Capture for Supplier Invoices. It reads invoices that arrive by email or that a user uploads, using OCR and AI. A person reviews the header and line data beside a preview and then transfers the invoice to External Supplier Invoices.

- PDF and images, one invoice per file

## What you need in IFS Cloud

- IFS Cloud 25R2 or later
- Capture Data using AI switched on for the company
- A mail reader set up for the invoice email address

## Setting it up in IFS Cloud

Where to find it: Company > Invoice > General tab > Supplier Invoice Data Capture Parameters; Data Capture for Supplier Invoices page

1. Switch on Capture Data using AI on the Company page, Invoice subpage, General tab.
2. Enter the invoice email address in the Email field.
3. Invoices that arrive show on the Data Capture for Supplier Invoices page with status Received.
4. Or use Add Invoice File to upload a PDF, JPG, JPEG or PNG.
5. Review the header and line data against the preview.
6. Click Transfer Invoice to send it to External Supplier Invoices.

## Good to know in IFS Cloud

- One invoice per file. Split files that hold several invoices before upload.
- Tax codes must be set on the External Supplier Invoice Tax Codes page.
- From 25R2 SU7 several companies can share one inbox. IFS finds the right company from company specific information.

## How to do it in IFS Cloud

### How to get supplier invoice records in by email to IFS Cloud

Set up one address for supplier invoice records. Ask each supplier to send invoices there. Read and enter each one into IFS Cloud, with the original file attached. Full guide: https://www.pulsify.tech/how-to/get-bills-in-by-email-in-ifs-cloud/

### How to enter a supplier invoice with line items in IFS Cloud

In IFS Cloud, open a new supplier invoice, pick the supplier, add one line per invoice row with an account and tax code, then check the total matches the invoice. Full guide: https://www.pulsify.tech/how-to/enter-a-supplier-bill-with-line-items-in-ifs-cloud/

### How to import supplier invoice records from a CSV into IFS Cloud

In IFS Cloud, use the import template for supplier invoice records. Fill one row per line, keep the same invoice number on every line of a bill, test with a few rows, then import. Full guide: https://www.pulsify.tech/how-to/import-supplier-bills-from-a-csv-in-ifs-cloud/

## What Pulsify adds

1. Each company gets its own Pulsify forwarding address. Suppliers send invoices there, or you forward or upload them.
2. Pulsify works out what each file is (invoice, credit note, supplier statement or purchase order) and splits a PDF that holds several invoices.
3. It unwraps ZIP files and converts Word, Excel, CSV and phone photos.
4. Each invoice is read into header fields and line items for review.
5. On approval Pulsify creates the supplier invoice in IFS Cloud with the source file attached.

Pulsify connects to IFS Cloud. We set up the connection for you.

What Pulsify does not do:

- Files over 25 MB are not accepted.
- Pulsify is a web app that installs to a home screen. It is not in the app stores.

## Common questions

### Which IFS Cloud release has invoice capture?

Data Capture for Supplier Invoices is described in the 25R2 guide. Earlier guides do not describe it.

### Which file types does IFS capture accept?

PDF, JPG, JPEG and PNG.

### Can several companies share one invoice inbox?

Yes, from 25R2 SU7. The system sends each invoice to the right company using company specific information.

### Do suppliers need to change anything?

No. They keep sending PDFs by email. You give them your Pulsify address or forward invoices to it yourself.

## Sources

- https://docs.ifs.com/ifsclouddocs/25r2/lang/en/SupplierInvoicing/AboutDataCaptureforSupplierInvoices.htm

Source: https://www.pulsify.tech/invoice-capture-for-ifs-cloud/ (last checked 2026-10-19)