With PDF import you can:
Upload one or more invoices from your suppliers in PDF format, even all at once.
Let Pillar read the document and extract on its own the number, amounts, dates, supplier, line items and due dates.
Find the invoice already filled in in your list, without typing anything by hand.
Correct or complete the data later from the invoice detail.
How does it work?
From the left menu, click Accounting and then Invoices "From suppliers" or "To clients".
At the top right, click "Import invoice" (extract from PDF)
In the window that opens, choose one or more PDF files from your computer. You can select more than one at a time.
Click "Import".
You will see the message "Extracting..." while Pillar reads the documents. When it finishes, a confirmation message appears for each invoice (for example "Invoice #123 registered as a received invoice") or an error message if something went wrong.
ℹ️ When you upload, you don't need to type anything by hand: the extracted data is saved right away and can always be edited from the invoice detail.
From each PDF, Pillar reads and fills in automatically:
Number of the invoice
Supplier
Dates: document date and due dates
Amounts: taxable amount, VAT and total
Line items of the invoice
If any data is missing or wrong, open the invoice from the list and correct it from the detail.
Once the invoice has been extracted, Pillar keeps working on it for you:
Matching to the construction site: if the invoice date falls within 7 days, Pillar tries to match it automatically to the right construction site or project.
Expense category: the invoice is classified in the matching expense category.
Payment calendar: the invoice due dates are added to the payment calendar, so you keep them under control.
Common errors
Error | What it means and what to do |
The file is not a PDF | You can only import files in PDF format. Convert the document to PDF, or enter the invoice by hand with "Import invoice". |
File too large | Each file can weigh at most 10 MB. Reduce the PDF size and try again. |
Invoice already present | Pillar has recognized a duplicate: an invoice with the same number and from the same supplier already exists. The invoice is not uploaded again. |
Extraction failed | Pillar could not read the document (for example a low-quality scanned PDF). Try again with a more legible file or enter the invoice by hand. |
💡 For a more accurate extraction
Upload the supplier's original PDF: the cleaner and more legible the document, the more accurate the extraction.
You can upload several invoices at once: select more than one in the same window.
Always check the data from the invoice detail after importing and correct whatever is needed.
Keep each file under 10 MB: heavier files are not uploaded.
If an invoice is not uploaded because it already exists, it means you had already entered it: look for it in the list.
If the matching to the construction site is not correct, you can change it by hand from the invoice detail.