Supplier documents

Every paying customer gets a dedicated inbox address of the form anything@<your-tenant>.in.numezis.com. Anything you send (PDF attachments, image attachments, .eml files) lands in the company's Documents module, is OCR'd, classified, and proposed for conversion into a Bill, Expense or Sales-related entity.

What "classified" means

The Documents engine recognizes the document type and the issuer. For purchases, the most frequent classes are:

• supplier_invoice — most common; auto-routes to Purchases / Bills.
• supplier_credit_note — opposite sign; reconciles to an existing bill or stands on its own.
• supplier_quote — informational; no posting.
• delivery_note — informational; can be linked to a future bill.

Classification confidence is shown on the document. Below a threshold, the document stays in the needs-review queue.

What gets extracted

• Supplier identity (name, VAT number, IBAN, address) → matched against your existing supplier records.
• Invoice number, issue date, due date.
• Total amount, currency, VAT breakdown per rate.
• Line items (description, quantity, unit price) when present.
• Payment reference (QR-bill Reference, ISR ESR, or free-text).

Reviewing and converting

Open the document, verify the OCR results in the side-by-side preview, make any corrections, and click Convert to bill. Numezis pre-fills the Bill form with everything it extracted. You only fill what's missing.

The original document stays attached to the bill (and to any subsequent payment), so your audit trail is complete from inbox to ledger.

Privacy and compliance

Documents are stored encrypted at rest. PII fields (IBAN, addresses) are encrypted with a separate key. Retention follows your Settings → Data Retention policy (default: 10 years per Swiss commercial-records law).