Invoice Parser Setup Guide
Step-by-step dashboard guide to configure an invoice parser, define fields, run bulk extraction, and export results.
Before You Start
Before setting up your parser, ensure you have:
- A PerfectParser account (sign up at perfectparser.com if you haven't already).
- A healthy credit balance (each page processed consumes 1 credit; you can check your balance in the dashboard sidebar).
- A sample invoice document (PDF, PNG, or JPEG) from one of your suppliers to use during the parser setup.
Recommended Parser Settings
When creating a new Invoice Parser, choose the document organization structure that matches your files:
- Single Document Per File: Select this option if each uploaded file represents exactly one invoice, regardless of how many pages it contains.
- One Document Per Page: Select this option if you scan multiple invoices together into a single, merged PDF packet (for example, a single 10-page scan containing 10 separate 1-page invoices).
Recommended Fields
We suggest configuring the following schema fields for your Invoice Parser to capture all essential billing data. You can add, edit, or remove these fields at any time in the schema editor.
| Field Name | Type | Description |
|---|---|---|
invoice_number | Text | The unique invoice reference or identifier (e.g., INV-2026-001). |
vendor_name | Text | The name of the supplier or business billing you. |
vendor_tax_id | Text | The supplier's tax registration or VAT number (e.g., EU123456789). |
issue_date | Text | The date the invoice was generated by the supplier. |
due_date | Text | The payment deadline or due date. |
subtotal | Number | The net amount before taxes, discounts, or shipping. |
tax_amount | Number | The total tax or VAT amount billed. |
total_amount | Number | The final gross amount due. |
currency | Text | The billing currency code (e.g., USD, EUR, GBP). |
line_items | Table | Table containing description, quantity, unit_price, and total_amount for each row. |
AI Instructions (Optional)
To help the AI parser extract field values with maximum accuracy, copy and paste the following prompt instructions into the AI Instructions (Optional) field during setup:
Step-by-Step UI Setup
Follow these steps to set up your Invoice Parser using the single-page setup in the PerfectParser dashboard.
Step 1: Create the Parser
Log in to your dashboard, click Parsers in the left-hand navigation menu, and click the New Parser button.
Step 2: Configure Name and File Organization
In the Parser Details & Setup section:
- Enter a clear, recognizable name in the Parser Name field (e.g., "Supplier Invoices").
- Choose your document structure under How are your files organized? (e.g., select Single Document Per File).
Step 3: Upload your Sample Invoice
Upload your sample document by dragging and dropping it into the upload box on the left-hand Sample Document Preview panel, or clicking the box to choose a file from your computer.
Step 4: Run Auto-Detection
Once the document finishes uploading:
- Copy the prompt from the AI Instructions (Optional) section above and paste it into the AI Instructions (Optional) box.
- Click the Auto-Detect Fields button. The AI will analyze the sample document's layout and suggest extraction fields within 10 to 15 seconds.
Step 5: Verify and Refine Fields
Review the generated schema on the right. You can rename fields, change data types, or edit the helper descriptions to guide extraction. When you are satisfied with the schema, click Create Parser at the bottom right.
Step 6: Run a Batch Extraction
To process your vendor invoices:
- Click Bulk Extraction in the left sidebar or the top header.
- Select your newly created Supplier Invoices parser.
- Upload one or more invoices (up to 500 files at a time). PerfectParser will start extracting data immediately.
Step 7: Export Extracted Data
Navigate to Batch History in the left sidebar or click the Batch History tab on the parser details page. Click Show Files to inspect individual invoice extractions, view confidence scores, and verify the structured output.
To download your structured data:
- Click the Export button on the completed batch card.
- Select Export as Excel or Export as CSV from the dropdown menu to download the structured table directly to your computer.
Developer Integration
If you want to automate invoice processing programmatically inside your applications, you can trigger extractions using our API:
- See the Create Parser API Guide to manage your parsers programmatically.
- See the Start Extraction API Guide to submit invoice files and retrieve extracted JSON payloads.
- See the Webhooks Reference to configure automatic webhooks that deliver extraction results to your server as soon as they are completed.
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