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
- Switch on Capture Data using AI on the Company page, Invoice subpage, General tab.
- Enter the invoice email address in the Email field.
- Invoices that arrive show on the Data Capture for Supplier Invoices page with status Received.
- Or use Add Invoice File to upload a PDF, JPG, JPEG or PNG.
- Review the header and line data against the preview.
- 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.
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.
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.
What Pulsify adds
- Each company gets its own Pulsify forwarding address. Suppliers send invoices there, or you forward or upload them.
- Pulsify works out what each file is (invoice, credit note, supplier statement or purchase order) and splits a PDF that holds several invoices.
- It unwraps ZIP files and converts Word, Excel, CSV and phone photos.
- Each invoice is read into header fields and line items for review.
- 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. More about invoice capture in Pulsify.
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.
More help
- Invoice capture for Dynamics 365 Finance
- Invoice capture for Kinetic
- Invoice capture for CloudSuite Industrial
- Supplier credit notes for IFS Cloud
- Duplicate invoice checks for IFS Cloud
- Invoice fraud checks for IFS Cloud
- All IFS Cloud how-to guides
Sources
Last checked 2026-10-19.
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.
Pulsify setup guides
Want this done for you?
Book a call to see how Pulsify handles invoice capture in IFS Cloud.