Invoice Fields Extracted
The Zera AI invoice model was trained on 420,000 invoices covering a wide range of formats — from structured digital invoices generated by ERP systems to scanned paper invoices with handwritten fields. Here's a complete field reference:
| Field | Description | Handling |
|---|---|---|
| Vendor Name | Supplier/vendor company name | Normalized against known vendor list if provided; otherwise extracted as-is |
| Invoice Number | Unique invoice identifier | Extracted from header; used for duplicate detection |
| Invoice Date | Date invoice was issued | Normalized to YYYY-MM-DD regardless of source format |
| Due Date | Payment due date | Calculated from terms (Net 30 etc.) if not explicitly stated |
| Line Item Description | Product or service description per line | Full text preserved; each line extracted as separate row |
| Quantity | Units ordered per line item | Numeric value; handles fractional quantities |
| Unit Price | Price per unit per line item | Multi-currency supported; currency symbol extracted |
| Line Total | Quantity × unit price per line | Validated against extracted quantity and unit price |
| Subtotal | Sum before taxes and fees | Cross-checked against sum of line totals |
| Tax Rate | Applicable tax percentage | GST, HST, VAT, and sales tax handled |
| Tax Amount | Dollar value of taxes | Per-line or total; validated against rate × subtotal |
| Total Amount Due | Final invoice total | Cross-validated against subtotal + taxes |
| PO Number | Purchase order reference | Extracted for three-way matching workflows |
| Payment Terms | Net 30, Net 60, etc. | Standardized text output |
Input Types and OCR Handling
Invoice formats vary more than bank statement formats — different vendors use completely different layouts, some use structured tables, others use free-form text. Zera AI was specifically trained to handle this variability without templates.
Digital PDF Invoices
Invoices generated by QuickBooks, Xero, SAP, Oracle, and other systems — processed directly with 99%+ accuracy. No OCR step required for digital invoices.
Scanned Paper Invoices
Zera OCR handles scanned invoices at 95%+ accuracy. Works on invoices scanned at 150 DPI and above; handles slight rotation and skew automatically.
Handwritten Amounts
Handwritten totals, quantities, and dates are extracted using financial document-specific OCR training. Amount fields are validated against arithmetic cross-checks.
Non-Standard Layouts
Invoices that don't use standard table layouts — including narrative-style invoices from professional services firms — are handled without template configuration.
Every line item. No manual entry.
Upload an invoice PDF — digital or scanned — and get every line item extracted and categorized for QuickBooks or Xero. Part of the $79/month unlimited plan.
Try for one weekAP Workflow Integration
Invoice extraction is only valuable if the data integrates smoothly into your AP workflow. Here's how extracted invoice data moves from Zera Books into your accounting software:
Invoice Processing — Step by Step
Three-way matching: PO numbers are extracted from every invoice. When a PO number is present, it is included in the output — allowing your accounting software to cross-reference against open purchase orders during import. The matching logic runs inside QuickBooks or Xero, not in Zera Books.
Output Formats for Invoice Data
Invoice data is exported in structured formats that preserve the line-item hierarchy. A 10-line invoice becomes 10 rows in the output, each with the header fields (vendor, invoice number, date) repeated for reference.
Excel (XLSX)
Line items as rows, header fields as columns, AI category column, confidence scores. One sheet per invoice or consolidated across batch. See PDF to Excel specs.
CSV
UTF-8 encoded, configurable delimiters. Column names match standard AP import field requirements. See PDF to CSV specs.
QuickBooks-Formatted
Direct API push into QuickBooks Online as bills, with line items, AP account, and vendor auto-matched where possible.
Xero-Formatted
Direct API push into Xero as bills. Line items mapped to tracking categories where configured in your Xero account.
Frequently Asked Questions
What fields does Zera Books extract from invoices?
Vendor name, invoice number, invoice date, due date, line items (description, quantity, unit price, line total), subtotal, tax rate, tax amount, total due, PO number, and payment terms. Each line item is a separate row in the output.
Can Zera Books handle scanned invoices?
Yes. Zera OCR processes scanned and image-based invoices at 95%+ accuracy. Handles handwritten amounts, blurry scans, and non-standard layouts without template setup.
Does Zera Books require template training for each vendor?
No. Zera AI was trained on 420,000+ invoice formats and adapts to new layouts dynamically. No template configuration required for new vendors or formats.
How does invoice processing integrate with QuickBooks and Xero?
Via direct API for both platforms. Extracted invoice data is pushed as bills with line items, vendor names, and categories pre-mapped. See zerabooks.com/products/invoices for integration details.