Invoice Workflow

Understand the invoice status pipeline from extraction to export, including payment tracking.

Every invoice in Beel moves through a clear workflow that balances automation with human oversight. This ensures accuracy while keeping the process fast.

Status Pipeline

Pending Review

The initial state after AI extraction. The invoice has been processed and is awaiting your verification. All pending invoices appear in the Needs Attention section of your dashboard.

Verified

You've confirmed the extracted data is accurate. Verified invoices are included in your analytics and are ready for export. You can still edit verified invoices if needed.

Exported

The invoice has been pushed to your accounting system or downloaded. Exported invoices are locked from accidental bulk changes but can still be viewed. The full audit trail is preserved.

Rejected

You've determined this is not a valid invoice (spam, duplicate, or irrelevant). Rejected invoices are removed from active analytics but retained for audit purposes.

Typical Workflow

  1. Beel scans your Gmail and extracts invoices automatically
  2. New invoices land in Pending Review status
  3. Review the AI extraction — check vendor, amounts, dates
  4. Verify accurate invoices or Reject non-invoices
  5. Export verified invoices to your accounting system

Bulk Actions

Process multiple invoices at once:

  • Verify several invoices in batch
  • Mark a group as exported after syncing
  • Bulk-reject spam or duplicates

Payment Status Tracking

Independent of the invoice workflow status, Beel tracks the payment state of each invoice:

  • Paid — Fully settled
  • Unpaid — Outstanding balance
  • Partial — Partially paid (common for milestone billing)
  • Unknown — Payment status not specified in the invoice

Payment status can be updated manually or detected through bank reconciliation.

Recurring Billing Detection

The AI automatically identifies subscription and recurring invoices, detecting billing periods (monthly, quarterly, annual). This helps you:

  • Forecast upcoming expenses
  • Spot unexpected billing changes
  • Track subscription renewals
  • Separate recurring from one-time costs in analytics