Sortpay - Zero Manual Data Entry

Invoice Status Guide

Uploaded

UPLOADED

Your invoice has been successfully uploaded and is waiting to enter the processing queue.

Duration: Usually instant • Next: Processing will begin automatically

Processing

PROCESSING

Our AI models are actively extracting data from your invoice. Multiple models work simultaneously for maximum accuracy.

Duration: 10-30 seconds • What's happening: AI extraction in progress

Completed

COMPLETED

Data extraction is complete! Your invoice data is ready for review and export.

Actions available: View details, export data, make corrections

Failed

FAILED

Processing encountered an issue. This can happen with corrupted files, unsupported formats, or unreadable content.

Next steps: Check error message, try re-uploading, or contact support

Real-time Status Updates

Live Progress Tracking

Your dashboard automatically updates as invoices move through the processing pipeline. No need to refresh the page!

• Visual indicators: Color-coded status badges
• Progress bars: For batch processing
• Timestamps: When each stage completed

• Auto-refresh: Updates every few seconds
• Sound notifications: Optional completion alerts
• Email updates: For large batches (Pro)

Expected Processing Times

Single Invoice

Standard PDF10-15 seconds

High-quality image15-25 seconds

Complex layout20-30 seconds

Low-quality scan30-60 seconds

Batch Processing

5-10 invoices1-2 minutes

10-25 invoices2-5 minutes

25-50 invoices5-10 minutes

Note: Pro plan processes in parallel for faster results

When Processing is Complete

1. Review Extracted Data

Click "View Details" to see all extracted information. Our AI achieves 99.9% accuracy, but it's always good to verify important details.

Check: vendor name, invoice number, date, total amount, line items (Pro)

2. Make Corrections (If Needed)

Found an error? You can edit any extracted field directly in the interface. Changes are saved automatically.

Common corrections: currency formats, decimal places, date formats

3. Export or Integrate

Download your data as CSV or Excel, sync to Google Sheets, or access via API. Choose the format that works best for your workflow.

Available formats: CSV (Free), Excel (Pro), Google Sheets (Pro), API (Developer)

Troubleshooting Processing Issues

Processing Takes Too Long

If processing takes longer than expected:

• Check if it's a complex multi-page document
• High server load may cause delays (rare)
• Poor image quality requires more processing time
• Try refreshing the page to see updated status
• Contact support if stuck for over 5 minutes

Processing Failed

Common reasons for processing failures:

• File is corrupted or unreadable
• Text is too blurry or low quality
• Invoice format is highly unusual
• PDF is password-protected
• File contains no recognizable text

Solution: Try re-uploading a higher quality version or contact support for assistance.

Status Not Updating

If status seems stuck:

• Refresh your browser page
• Check your internet connection
• Clear browser cache and cookies
• Try opening in an incognito window
• Use a different browser if issues persist

Notification Settings

Available Notifications

Browser Notifications

• Processing complete alerts
• Error notifications
• Batch completion updates

Email Notifications (Pro)

• Large batch completion
• Processing error reports
• Weekly processing summaries

Tip: Enable browser notifications in your settings for instant updates when processing completes.

Quick Status Reference

Uploaded

Ready to process

Processing

AI extraction active

Completed

Ready for review

Failed

Needs attention