Invoices

The Invoices area is the main workspace for documents collected from your connected sources or uploaded manually. Tailride reads each document, classifies it, extracts structured data, and keeps the original file next to the extracted fields.

Tailride treats invoices, receipts, and credit notes as financial documents. Items rejected by the classifier, or items you exclude manually, are kept separately so they can be reviewed or restored.

What Tailride extracts

The fields available depend on the document. Tailride can extract:

The original PDF and the extracted text remain searchable. You can correct extracted values from the document preview before exporting them to another system.

Multiple invoices in one file (auto-split)

Sometimes one file holds more than one invoice — a scan bundle, an email attachment combining several bills, or a statement followed by separate invoices. Tailride detects this automatically during processing, with no setting to enable: when a document contains two or more complete invoices, each one becomes its own entry in the invoice list.

• Works for every source: email scans, forwarded emails, manual uploads, and the browser extension all go through the same detection.
• Each invoice gets its own file when possible. If every invoice occupies its own pages, Tailride cuts the original PDF so each entry previews, shares, and exports only its own pages. The full original file stays preserved and downloadable from the preview toolbar.
• Invoices that share a page get highlighted. When several documents sit on the same page — for example a photo of multiple receipts — each entry's preview shows the full page with its own document framed and the rest dimmed, so it is immediately clear which receipt the entry refers to. If the location on the page cannot be determined reliably, the entry keeps the complete original file; the extracted data always stays separate per invoice.
• Each created invoice is classified, checked for duplicates, matched with receipts, and exported independently, and each consumes one credit — the same way as e-invoice batch files below.

Detection is conservative: a list of invoice references in a notification email, an account statement, or an order summary is still treated as a single document.

Electronic invoices (e-invoicing formats)

Tailride reads structured e-invoice files directly, without OCR. Because the data comes straight from the file, extraction is exact and the document skips the low-confidence review flag. Supported formats:

A few things happen automatically:

• A PDF is generated for every XML e-invoice. XML files have no visual page of their own, so Tailride renders a clean, printable PDF from the imported data and uses it everywhere a document is shown or sent — the preview, share links, Google Drive and OneDrive copies, and DATEV packages. The original XML file is preserved untouched as the authoritative document and can be downloaded from the preview toolbar at any time.
• ZUGFeRD and Factur-X PDFs look like normal PDFs — Tailride detects the embedded invoice data by itself and uses it instead of OCR. PDFs whose embedded profile carries no line items (for example ZUGFeRD MINIMUM) are processed with the regular OCR pipeline instead.
• Credit notes are recognized in each format's own convention and imported as credit notes with positive amounts.
• Batch files: FatturaPA and Facturae allow several invoices inside one file. Tailride creates a separate invoice for each of them; all of them share the same original file, and each processed invoice consumes one credit.
• Line-item coding works the same as for scanned documents — extracted line items go through automatic account coding when a chart of accounts is available.

An XML file that is not a recognizable e-invoice is not processed; it appears with a processing error and does not consume a credit.

Invoices, Excluded, and Needs attention

The list has three working views:

• Invoices: Processed financial documents currently included in your workflow.
• Excluded: Documents Tailride classified as non-invoices, plus documents you moved out of the invoice workflow manually.
• Needs attention: Active invoices with an error or actionable warning from QuickBooks, Xero, FreeAgent, Odoo, sevdesk, e-conomic, or Lexware Office, a failed email forwarding attempt, a low-confidence result from extraction or line-item coding, individual values read with low confidence, or a required cost-tracking category that is still empty.

In Needs attention, the issue appears below the affected invoice. Failed syncs include a Retry action; for email forwarding, Retry resends the invoice email immediately. Warnings are shown for review but are not necessarily retryable.

Low-confidence flags clear themselves once you review the document: editing the extracted data (anything beyond tags or notes) clears the extraction flag, and assigning account codes to all line items clears the coding flag. When individual fields were marked, the entry lists them by name, and each mark clears when you save that particular field in the preview.

Use the refresh button beside the tabs after a background sync if its latest status has not appeared yet.

If any exports failed in the last 24 hours, Tailride also sends you one daily email summarizing how many invoices failed per integration, with a link that opens the invoice list with Needs attention already switched on. Resolved failures — for example, a retry that succeeded in the meantime — are not included.

The invoice table

The desktop table always includes:

Use the column selector in the toolbar to add any of these optional columns:

• Document and email: Due date, invoice ID, PO number, subject, sender, email recipients, attachments, and processed time.
• Delivery: Delivery address and site name (where goods were delivered, not who was billed).
• Supplier: Name, brand, email, phone, address, city, state, ZIP code, country, business ID, tax ID, and bank account.
• Recipient: Name, email, address, country, and tax ID.
• Payment and totals: Payment method, reference, status, subtotal, tax amount, and tax rate.
• Workflow: Line items, tags, Google Drive sync, Google Sheets sync, and email-forwarding status.

Quick edits in the table

You can make a few common corrections without opening the preview:

• select the vendor name to choose an existing supplier or create a new one;
• select the amount or currency to edit it;
• select the issued date to change it;
• show the Payment status column to change the status directly.

Open the preview for all other field corrections.

Search, filters, and sorting

Search

Search is applied to all matching invoices, not only the current page. It checks:

• extracted document text;
• sender address and email subject;
• invoice number;
• supplier name and brand;
• notes;
• line-item descriptions and categories;
• amount.

When you enter several words, every word must match somewhere in the invoice data.

Filters

The Filters menu supports:

• source: Chrome extension, manual upload, forwarding address, Telegram, or WhatsApp;
• tags;
• email sender and email recipient;
• invoice recipient, meaning the customer named inside the document;
• extracted vendor name;
• delivery address and delivery site (when those values exist on invoices);
• currency;
• payment status;
• documents not yet sent to a connected destination;
• uncoded documents when a chart of accounts is available;
• accounting syncs that need attention.

Most value filters support both inclusion and exclusion. Integration-specific filters appear only when the corresponding integration is connected. Destinations can include Google Drive, OneDrive, Google Sheets, email forwarding, QuickBooks, Xero, Odoo, sevdesk, and e-conomic.

The vendor selector in the first table column filters by the sending provider. The Vendor name filter in the Filters menu uses the supplier name extracted from the document, so the two filters can produce different results.

Use the date picker for a preset or custom date range. The filter uses the extracted issue date when available and falls back to the original document/email date.

Sorting

The default order is newest issue date first. The available sort controls include amount, issue date, vendor, processed time, and — when the corresponding optional column is visible — due date. Select a sortable header again to reverse the direction.

Previewing and editing a document

Select the eye icon to open the original document and its structured data together. From the preview you can move to the previous or next invoice on the current page and edit substantially more than the quick-edit fields in the table.

Editable data includes:

• supplier name and brand, invoice ID, document type (invoice, receipt, credit note, or other), amount, currency, issue date, due date, and PO number;
• delivery address and site name when cost tracking is set up or those values already exist;
• every line item's description, quantity, unit price, total, tax rate, tax amount, and tax type;
• document-level tax amount, rate, and type;
• payment status, method, and reference;
• supplier country, IDs, bank account, contact details, and address;
• recipient name, email, address, country, and tax ID;
• tags and notes.

Select a value to edit it, then save or cancel the change. Notes are saved when you leave the notes field.

Values read with low confidence

When extraction is unsure about a particular value — unreadable digits, two conflicting numbers printed on the page, an ambiguous date — that field is marked in the preview with an amber dot and border, and a short summary at the top of the panel lists every marked field so you do not have to scroll to find them. Marking applies to the amount, invoice ID, issue date, due date, supplier name, and document-level tax amount and rate.

A marked value is still saved and used normally; the mark only tells you where to look first. Saving a marked field clears its own mark and leaves the other marks untouched — this works whether you corrected the value or checked it and found it right, so a value that was read correctly can be confirmed by saving it unchanged. Documents with marked fields appear in Needs attention until every mark is cleared.

Electronic invoices read from a structured file are never marked this way — their values are taken from the file rather than interpreted from a page.

Activity history

The preview panel has two tabs: Details and Activity. The Activity tab shows a timeline of everything that happened to the document, newest first:

• how the document arrived — manual upload, Chrome extension, forwarding address, Telegram or WhatsApp bot, or an email scan (Gmail, Outlook, Yahoo, or IMAP);
• the processing result — recognized as an invoice, not recognized, or detected as a duplicate;
• edits, with the list of changed fields and their previous and new values;
• uploads to Google Drive and OneDrive, rows added to Google Sheets, and email forwarding;
• exports to accounting software and webhook deliveries.

Failed steps are marked with an Error badge and a short explanation. The Activity tab appears only when the document has at least one recorded event, so documents processed before this history existed show the Details tab alone.

Line-item coding

When a chart of accounts is available, the preview also lets you:

• run automatic coding for the invoice;
• assign an account to one line item;
• apply the same account to all line items;
• see whether a suggestion came from history, a similar vendor, AI, an import, or a manual choice;
• review low-confidence suggestions and mark the coding as reviewed.

When cost tracking is set up, each line also has pickers for your synced cost dimensions (tracking categories, classes/locations, or analysis types, depending on the connected platform). Values assigned by rules show a Rule badge; values you set yourself show Manual and are never overwritten by a later rule run. Required categories that are still empty show Required. Clear a picker with No tracking.

Auto-coding can also be started without opening the preview: for a single invoice from its ··· menu, or for a selection from the bulk More actions menu. See Accounting software for integration setup.

Actions for one invoice

The Actions column provides quick access to the preview and a download button for each original attachment. The ··· menu changes according to the current tab, connected integrations, and the document's sync state.

Organize the invoice

• Move to Excluded / Move to Invoices: Reclassifies the document without permanently deleting it. When moving documents to Excluded — from the list, the preview, or a bulk selection — the confirmation dialog offers two optional extras. Report as not an invoice lets you share the misclassified document with the Tailride team, with an optional short comment about what went wrong; nothing is shared unless you tick it. For email-sourced documents an Additional options section also offers to block their senders: tick the addresses you want to add to your Skip Rules, and future emails from them are skipped automatically. Leaving both untouched just moves the documents.
• Supporting Docs: Upload, preview, or remove related PDFs such as a purchase order, contract, receipt, or proof of payment.
• Tags: Add existing tags, create new tags, or remove tags.
• Auto-code line items: Shown in Invoices when a chart of accounts is active. Re-runs line-item coding for the document using your current coding rules, with AI as a fallback. Accounts you picked manually are never overwritten. Coding runs in the background; open the preview to review the result.
• Share invoice: Copies a public link for the first attachment. The link can be opened without a Tailride account and expires automatically after 30 days.

Send or sync the invoice

Depending on the connected integrations, the menu can:

• open an existing file in Google Drive or OneDrive;
• add an unsynced file to Google Drive or OneDrive;
• add a row to Google Sheets;
• send the document through the configured email-forwarding destination;
• open an existing accounting record;
• send the document to QuickBooks, Xero, Odoo, sevdesk, or e-conomic.

Accounting exports may open a review dialog for the document type, supplier, account, tax, or other provider-specific fields. The actual sync runs in the background, and errors or warnings appear in Needs attention.

Permanent deletion

Delete permanently is available only in Excluded. This separation prevents an active invoice from being erased with one click: first move it to Excluded, then confirm the permanent deletion. The same rule applies to bulk deletion.

Bulk actions

Select individual rows, or use the header checkbox to select or clear every invoice on the current page. Changing the page, tab, or filters clears the selection. Tailride does not show a separate “select every matching invoice” action; increase the page size when you need a larger explicit selection.

The bottom action bar can:

• move the selected documents between Invoices and Excluded;
• change their vendor, including creating a new vendor;
• add tags or clear all tags;
• download the selection as CSV, ZIP, or DATEV;
• auto-code line items;
• add or re-sync files in Google Drive and OneDrive;
• add rows to Google Sheets;
• send documents to QuickBooks, Xero, Odoo, sevdesk, or e-conomic;
• send documents through the configured email-forwarding destination;
• permanently delete selected documents from Excluded.

Actions that depend on a chart of accounts, subscription, integration, or document state appear only when they are available.

Downloads and exports

The toolbar download menu and the bulk action bar offer the same three formats:

If rows are selected, Tailride exports only those rows. If nothing is selected, it exports all results matching the current tab, search, account/scan selection, and filters, including results on other pages.

Small exports download directly. Larger jobs run in the background: ZIP and DATEV switch to background processing above 100 invoices, and CSV above 500 invoices. Tailride emails the download link when the job is ready.

DATEV review

Before creating a DATEV export, Tailride validates the selected documents and groups them as:

• Structured: Ready for structured DATEV export with a booking record.
• Document only: Included as an attachment without structured accounting data when that option is enabled.
• Blocked: Missing or ambiguous data prevents the document from being exported; it is skipped if you export anyway.

Invoices that mix several VAT rates — for example a German retail invoice combining 19% and 7% items — are exported as structured records: Tailride splits the booking into one entry per VAT rate, and the entries always add up to the invoice total. Only when the line items cannot be reconciled with the invoice total does the document fall back to document-only export.

The review window lists both blocked and document-only items with the reason for each, so you can see exactly why a document would export without a booking record. Two overrides are available per item:

• For an unknown or low-confidence document type, you can mark the item for document-only export.
• For a document that was held back as a receipt, order summary, credit note, or unresolved mixed-tax invoice, you can force it to export as a structured invoice with a booking record. The choice is remembered for future exports.

If a document was held back because its type was recognized incorrectly, you can also fix the type itself in the document preview (see Previewing and editing a document); the change applies to all future exports and syncs.

Blocked items do not stop the export. When any remain unresolved, the review window shows a notice with how many documents will be left out, and the export proceeds with the remaining documents. Resolve the blocked items first if they must be part of the package.

Adding invoices manually

You can upload documents from the Invoices toolbar or drag them onto the Dashboard.

On a phone, the upload menu also offers Take photos. You can capture, review, and remove up to 20 pages before Tailride combines them into one compressed PDF and uploads it as a single document.

Invoice credits

Each successfully processed financial document in Invoices consumes one invoice credit, regardless of whether it came from an inbox, extension, forwarding address, messaging integration, or manual upload. Documents classified as excluded do not consume a credit at the final processing step.