AI Autofill reads vendor invoices too — one at a time, or a whole batch from a single PDF.

Autofill Vendor Invoice

One invoice

1. Open the job and click the Autofill chip.

2. On the Quick Actions tab, click Autofill Vendor Invoice.

3. Drop the invoice PDF in and click Start Extraction.

4. Check what AI read, then click Open in Form — the invoice form opens pre-filled for review.

5. Review the details and save when you are happy with them.

Extracted vendor invoice

If AI cannot find the vendor in your system, it tells you and offers to create the partner before continuing. If the vendor has no AP account configured, you will be asked to pick one.

Many invoices from one PDF

Vendors often send one PDF covering every house bill on a consolidation. Create Vendor Invoices from PDF reads it and creates a draft invoice for each house bill.

1. On the Quick Actions tab, click Create Vendor Invoices from PDF.

2. Drop the PDF in and start.

3. Wait. AI reads the PDF, splits it by house bill, extracts each invoice, then resolves vendors and charges.

Reading a multi-invoice PDF

The review

You get a summary: how many invoices were extracted, how many were matched to a house bill, and how many need you to choose one.

• Matched invoices are tagged to their house bill automatically.

• Unmatched invoices need you to pick the house bill from a list — each option shows the customer, consignee and reference so you can tell them apart.

• Missing vendors must be created before the matched invoices can be created. The screen tells you how many invoices each vendor unblocks.

Vendor invoices matched to house bills

Click Create and each invoice is created as a draft, tagged to its house bill. The results table shows what happened to each one: created, skipped as a duplicate, or no matching house bill.

When the invoice covers more than one job

Everything above starts from a job, so AI Autofill already knows which house bills to match against. A carrier's debit note does not always respect that boundary — one invoice can cover house bills sitting on different jobs.

For that there is a second, separate entry point.

Open Quick actions in the top bar — the button on the right of the search box, next to My Task — and choose Extract vendor invoices.

Quick actions launcher

The flow is the same — drop the PDF in, AI splits it by house bill, you review and create. One difference matters:

• Started from a job, each invoice is matched automatically against that job's house bills.

• Started from the launcher, there is no job to match against, so you pick the house bill for each invoice yourself using Search HBLs on other shipments. Type at least two characters; it searches your company's open shipments, and cancelled or closed ones are excluded.

Everything else is unchanged: drafts only, one per house bill, missing vendors created first.

One consolidated invoice from a multi-B/L debit note

Everything above creates one draft per house bill. Co-loaders and origin agents often bill differently: one debit note, one invoice number and one total, with the charge lines grouped under each house B/L below a single master B/L. To keep that as one invoice in Fr8Labs — matching what the vendor will chase you for — use Create one consolidated vendor invoice.

Which one to use

Steps

1. Open Quick actions in the top bar and choose Create one consolidated vendor invoice.

2. Drop the debit note in, or click to browse. PDF, JPEG, PNG and TIFF are supported, up to 20 MB.

3. Choose a Processing Mode:

   • Standard — faster. Right for most clean, typed debit notes.

   • High Accuracy — slower, best for complex documents: scans, dense multi-page notes, or layouts Standard misreads.

4. Click Start Extraction.

AI reads the master B/L, finds that console among your shipments, and allocates each charge line to its house bill using the B/L number printed against it. Lines printed at console level with no house B/L — devanning, for example — stay on the master.

Before it is created

Check what AI found before creating the invoice:

• House bills — every B/L on the note should match a house bill on that master. A B/L that does not match is flagged for you to resolve rather than guessed.

• Charges — each charge term as printed is mapped to one of your charge codes. When AI is not confident, you choose the code. Your choice is remembered for that vendor, so the next note from them maps automatically.

• Total — the lines must add up to the total printed on the note. A mismatch has to be resolved before the invoice can be created.

• Vendor — if the vendor name on the note is ambiguous or not found, you confirm which partner it is.

• Duplicates — the vendor's own invoice number is checked, so a note that has already been entered is not created twice.

The result is one draft purchase invoice: the header sits on the master console and each line is allocated to its house bill, so every job's P&L picks up its share once the invoice is posted. Review and submit it like any other purchase invoice. For how allocated costs appear on each job, see Consol. Sales & Purchasing Invoice.

Key Points to Remember

• Everything is created as a draft — nothing is posted, and nothing is submitted for approval.

• Each invoice is tagged to its own house bill, so costs land on the right job.

• Create missing vendors first; unmatched invoices will not be created until they have a house bill.

• Duplicates are detected and skipped rather than created twice.

• A debit note that spans several jobs starts from Quick actions in the top bar, not from a job — see above.

• A debit note that should stay as one invoice with lines split across house bills uses Create one consolidated vendor invoice — see above.

• You can also send an invoice in by email — see Update a job by email.

Video Walkthrough

Documentation owner: Fr8Labs Customer Success. Text reviewed: 21 September 2026.