Invoice capture means getting supplier invoices out of email and paper and into your system as data, without typing them in.
What Sage 200 does on its own
Sage 200 has no built-in email inbox or invoice reading for supplier bills. Invoices are keyed into the Purchase Ledger or loaded from a CSV or XML file with the Import Transactions utility. Capture tools such as PaperLess are add-ons that post into Sage 200 once an invoice is approved.
- The Sage 200 help describes no native capture.
- Capture add-ons named by resellers include PaperLess, Agilico, Zahara, Compleat and Sicon.
What you need in Sage 200
- Sage 200 Purchase Ledger
- A third-party capture add-on if you want invoice reading
Setting it up in Sage 200
Where to find it: Purchase Ledger > Utilities > Import > Import Transactions
- Download the Supplier Transactions import format (XLS) and the example CSV from the import page.
- Build your file to match the example. XML is also accepted.
- Open Purchase Ledger > Utilities > Import > Import Transactions and choose Validate records only first.
- Read the Update Report (Invalid) for the reason each record failed and fix the file.
- Choose Validate and import records. Tick Update Cash Book only for bank or foreign currency items.
Good to know in Sage 200
- The import accepts invoices, credit notes, payments and receipts, including opening balances in base and foreign currency.
- Sage suggests about 1 minute per 1,000 items, so trim the file to the rows you need.
- An import cannot add information to an existing transaction. A transaction already in the system is ignored if it appears in the file.
How to do it in Sage 200
How to enter a purchase invoice with line items in Sage 200
In Sage 200, open a new purchase invoice, pick the supplier, add one line per invoice row with a nominal code and VAT rate, then check the total matches the invoice.
How to import purchase invoice records from a CSV into Sage 200
In Sage 200, use the import template for purchase 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 purchase invoice in Sage 200 with the source file attached.
Pulsify connects to Sage 200. 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 Business Central
- Invoice capture for MYOB Acumatica
- Invoice capture for Sage 300
- Supplier credit notes for Sage 200
- Duplicate invoice checks for Sage 200
- Invoice fraud checks for Sage 200
- All Sage 200 how-to guides
Sources
Last checked 2026-10-19.
Common questions
Does Sage 200 read supplier invoices from email?
Not in the Sage 200 help. Sage 200 Professional and Standard have no email inbox or OCR for supplier bills. Add-ons such as PaperLess read the PDF and post the approved invoice into Sage 200.
Can I import supplier invoices into Sage 200 from a spreadsheet?
Yes. Purchase Ledger > Utilities > Import > Import Transactions loads CSV or XML in Sage's layout. Run Validate records only first, fix any invalid rows, then import.
Which fields are mandatory on a Sage 200 invoice import?
Mandatory identifiers include AccountNumber, TransactionDate, SYSTraderTranType, the two exchange rate fields and GoodsValueInAccountCurrency. The first VAT amount and the first nominal analysis account are also mandatory.
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 Sage 200.