NaqoodHow to Automatically Create Purchases from Documents in Naqood
Typing in supplier invoices by hand takes time. With Naqood, you simply send us the invoice and we create the purchase for you.
Email an invoice to your Naqood inbox, or drag and drop it into Inbox. Naqood reads the file and creates a Draft purchase that you can review in Purchases. Because it is a draft, you can correct anything before you approve it.
This feature is available on the Pro and Max plans.
Step 1 - Send the invoice to Naqood
There are two ways to get a document into Naqood:
- Email it. Open Inbox. Your Naqood inbox address is shown at the top of the page, in a format like
your-company-1234@inbox.naqood.ae. Enable it there if it is not active yet, then forward or send invoices to that address. - Drag and drop it. Open Inbox and drop the PDF or image onto the page.
Naqood starts reading the file right away. You can follow the progress in the Routing column.
Step 2 - Naqood creates a draft purchase
When Naqood has read the invoice, it creates a draft purchase and links it from the document. Naqood extracts:
- Supplier (matched to your contact if the supplier already exists)
- Date
- Amount
- Currency
- Description
- Account (classified automatically)
The draft also appears in your Purchases list.
Step 3 - Review and correct the draft
Open the draft to see the invoice next to the purchase form. Check the details and change anything that needs a correction. Save when you are happy with it.
Step 4 - Approve the purchase
Go to the Assistant page. Under Purchases to approve, review the draft and click Approve. Approving posts the purchase to your ledger.
When a matching purchase already exists
If you already have a purchase that matches the document, Naqood does not create a new one. Instead, it attaches the file to that purchase, or shows it as a Possible match. Click Attach to link the document, or Not this if it is the wrong purchase.
Turning the feature on or off
Automatic routing is on by default. To change it, go to Inbox > Settings > Purchase routing and use the toggle Automatically route documents to purchases.
Best Practices
- Add your regular suppliers as contacts, so Naqood can match them automatically.
- Send clear files. A clean PDF or a sharp photo gives the best results.
- Always review the draft before approving, especially the account and amount.
- Send one invoice per file, so each document becomes one purchase.
Summary
Send an invoice to your Naqood inbox or drag and drop it into Inbox. Naqood creates a draft purchase with the supplier, date, amount, currency, description and account filled in. Review it, correct it if needed, and approve it from the Assistant page to post it to your ledger. Available on the Pro and Max plans.