---
title: "Adding AP invoices in Wrapbook (PAS)"
slug: "create-an-ap-invoice-pas"
tags: ["add free cell", "add free field", "automation"]
updated: 2026-09-30T22:05:39Z
published: 2026-09-30T22:05:39Z
canonical: "help.wrapbook.com/create-an-ap-invoice-pas"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.wrapbook.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Adding AP invoices in Wrapbook (PAS)

> [!WARNING]
> This help article is related to the Production Accounting Suite (PAS)
> 
> In Wrapbook, production accountants and administrators can manage AP invoices using either the [Production Accounting Suite](/v1/docs/about-production-accounting) or [Cost tracking](/v1/docs/about-cost-tracking). To understand the differences, [click here](/v1/docs/about-production-accounting#production-accounting-faq).

> [!NOTE]
> Adding AP invoices in PAS is permission based
> 
> To add AP invoices, your account must have one of the following [roles](/v1/docs/roles-permissions) enabled:
> 
> - Role: *Company Admin, Accountant*
> - Custom role with: *Accounting & Cost Tracking / AP invoices - Full access, Create and manage*

## How to add an AP invoice in Wrapbook

With [PAS](/v1/docs/about-production-accounting) enabled, you can add accounts payable (AP) invoices by:

- [Emailing or uploading invoices directly to the project’s AP Inbox](/v1/docs/create-an-ap-invoice-pas#using-the-projects-ap-inbox)
- [Entering AP invoice details manually](/v1/docs/create-an-ap-invoice-pas#creating-an-ap-invoice)

Whenever possible, we recommend using the project’s *AP Inbox*, as it’s typically the fastest way to add an invoice to a project in Wrapbook. When you use the AP inbox, *OCR technology* will automatically extract the invoice data, saving time and reducing errors.

## What is OCR technology?

*Optical Character Recognition (OCR)* is a feature that automatically extracts data from documents that are sent, forwarded, or uploaded to the system.

Wrapbook’s OCR for AP invoices is designed to streamline your workflow while maintaining your control over the invoice review process.

After the system automatically extracts data:

- You have the option to review and update the data extracted
- You’ll always have the final say on what gets processed in Wrapbook

### Key Benefits

OCR for AP invoices is designed specifically for production accountants to:

- **Save time** - Reduce invoice processing to a few minutes with automated data extraction
- **Reduce errors -** Automated data capture minimizes manual entry errors and flags potential duplicates
- **Centralize data -** All invoices are automatically stored, organized, and tracked in the platform

## Using the project’s AP Inbox

Whenever possible, we recommend using the project’s *AP Inbox*, as it’s typically the fastest way to process AP invoices.

### File requirements

Each project’s AP Inbox has a unique email address that can accept files meeting the following requirements:

- The accepted file formats for uploading are PDF, PNG, JPG, JPEG
- The file size limit per invoice is 30MB
- The inbox cannot accept password-protected PDFs

### Sharing the project’s AP invoice email address with your vendors

Each project has a dedicated AP invoice email address that you can copy and share with vendors.

To see the AP email address for a project:

1. In the left-side navigation, click the dropdown menu to select the project that you want to see the *AP Inbox* email for
2. In the *Project* menu, expand **Accounting**, then click **Accounts payable**
3. On the Accounts payable dashboard, click the **+ Create AP invoice** button
4. In the *Add invoice* popup, click the click the **Copy email** button to copy the email address for easy sharing with your project’s vendors
5. Click the X in the top-right corner of the popup to return to the project’s Accounts payable dashboard
6. You can share the email address that you just copied by pasting it into an email or text message sent to project vendors

![Invoice management interface showing options to forward, upload, or create invoices.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2025-08-05T121245.241.png)

*Click the* ***Copy email*** *button to copy the email address for the project’s AP invoice inbox. Click the* ***X*** *in the top-right corner of the popup to return to the project’s AP invoices dashboard.*

### Uploading invoices to the AP Inbox

Authorized [company members](/v1/docs/members) can upload AP invoices that have been saved on their computer to the *AP Inbox* by doing the following:

1. In the left-side navigation, click the dropdown menu to select the project that you want to upload an AP invoice for
2. In the *Project* menu, expand **Accounting**, then click **Accounts payable**
3. On the *Accounts payable* dashboard, click the **+ Create AP invoice** button
4. In the *Add invoice* popup, under *Select invoices to upload*, click the **Browse files** button to add an AP invoice that’s been saved to your computer. Alternatively, you can drag and drop the file directly into the popup.

![Interface for adding invoices with options to upload files and create invoices.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2025-08-05T121504.667.png)

*In the Add invoice popup under Select invoices to upload, you can drag and drop a file saved to your computer, or click the* ***Browse Files*** *button. Once you’ve selected the file and see it listed in the popup, you can click the* ***Create AP*** *button.*

### Reviewing invoices in the AP Inbox

When an invoice is sent to a project’s *AP Inbox* email address, it will appear in the project’s *AP Inbox.* Before you can process the invoice, you’ll need to:

- Review the invoice and compare the details extracted by OCR to what appears in the documents
- Update the invoice details if needed
- Confirm the accounting bank account and payment method
- Save the AP invoice

#### OCR status

When an invoice arrives in the *AP Inbox*, it enters the OCR scanning queue with a status of *Processing* until scanning completes successfully.

Once scanned, the invoice will show one of the following status:

- *Ready for review* - Invoice has been scanned and has pre-filled all required fields for your review
- *Incomplete* - Invoice has been scanned, but is still missing some required fields for you to verify and complete
- *Duplicate* - Invoice has been scanned and potential duplicate information has been detected

#### What happens when an OCR invoice arrives during a locked accounting period?

If your company has [accounting period lock](/v1/docs/accounting-period-reviews-locks-closing) enabled and an OCR-scanned invoice arrives while the current accounting period is locked, Wrapbook automatically moves the invoice draft to the next available open accounting period.

A banner appears at the top of the invoice draft view in **AP Inbox**. The banner identifies:

- The original date the invoice was ingested
- The accounting period where Wrapbook placed the invoice draft

If no open accounting period is available, the banner indicates that the invoice cannot be placed automatically and requires attention before it can be processed. Contact your administrator to open an accounting period before continuing.

If you do not see the period-lock behavior or banners described here, the feature may not be enabled for your company. Contact your Customer Success Manager or [Wrapbook Support](/v1/docs/how-to-get-help-using-wrapbook) for more information

#### Reviewing invoices and comparing the details

In order to save the invoice, you’ll need to review the details extracted from the OCR scan.

Here’s how:

1. On the project’s *Accounts payable* dashboard, click the **AP Inbox** tab
2. Click the **Review** button next to an invoice that you want to inspect
3. Review the invoice image displayed on the left side of the screen and confirm that all information has been accurately captured in the *Invoice details* section on the right side of the screen

![Invoice details including amounts, dates, and services for vehicle rental and miscellaneous items.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2025-08-05T122503.830.png)

*Compare the image of the AP invoice to what OCR has extracted and prefilled to the Invoice details on the right. You can click on any of the fields in Invoice details to update the information. When you’re finished, click the* ***Save*** *button.*

#### Updating invoice details

Before processing vendor invoices sent to a project’s *AP Inbox*, you’ll always have the option to update any of the information listed under *Invoice details*

To update any of the information listed under *Invoice details*:

- Click the field that you want to update
- Enter the changes

If you update any of the *Invoice details*, the AP invoice will have the status: *Unsaved changes.* Once you’re finished updating the *Invoice details*, click the **Save** button. After you click *Save*, the invoice will be moved to [*Drafts*](/v1/docs/create-an-ap-invoice-pas#ocr-status).

#### Confirming the Vendor

Every AP invoice in Wrapbook needs to be connected to a vendor listed in your company’s [Vendors](https://help.wrapbook.com/v1/docs/vendors-dashboard) database.

- If the name of the *Vendor* on the AP invoice matches an existing vendor in your company’s database, they’ll be automatically connected and you can proceed to the next step [link]
- If the *Vendor* name that’s extracted from the invoice doesn’t match an existing vendor record in your company’s database, you’ll be prompted to either create a new vendor or match the invoice with an official vendor in the system
  - To **create a new vendor**, click the button and then enter the vendor information. To learn more, see [Add a vendor](https://help.wrapbook.com/docs/add-a-vendor).
  - To **match the invoice** with an existing vendor in your company’s database, click the search icon and begin typing the name of the vendor. Click the name once it appears to connect it to the invoice.

![Invoice details showing vendor information and a warning about vendor status.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2025-08-05T122951.676.png)

*If the invoice cannot be matched with an existing vendor record, you’ll receive an alert*

![Invoice details section with vendor search and option to create a new vendor.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2025-08-05T123123.827.png)

*From here, you can click the search icon under Vendor to match the invoice with an existing vendor in your company’s database, or you can click the* ***Create new vendor*** *button to add a new vendor to the database*

#### View and update vendor details

When processing AP invoices in the *AP Inbox*, you’ll also have the option to review and update the vendor’s details without leaving the page. If you make any changes to a vendor’s details, they’ll be applied to the vendor’s record in your company’s [*Vendors*](https://help.wrapbook.com/v1/docs/vendors-dashboard) database.

- You can access information on file for the vendor in the *Invoice details*, under *Vendor*
- If your company has a copy of the vendor’s W9, it will be linked here. If the vendor doesn’t have a W9 on file, an alert will display saying: *No W9 on file*
- You can click **View vendor details** to see the vendor record from your company’s [Vendors](https://help.wrapbook.com/docs/vendors-dashboard) database. To return to the *Invoice details*, click the **Close** button.

To update vendor details from an AP invoice:

1. Under *Invoice details*, click **View vendor details**
2. In the *Vendor details* panel, click the **Edit vendor** button
3. In the *Edit Vendor* popup, click on any of the fields to make changes
4. If you make any changes, click the **Save Vendo**r button

![Invoice details showing vendor information and contact details for TakeOne Network Corp.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2025-08-05T124334.351.png)

*Click* ***View vendor details****, then click the* ***Edit vendor*** *button*

![Editing vendor information including company name, tax classification, and payment details.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2025-08-05T154536.104.png)

*In the Edit Vendor popup, click on the fields to make your changes, and then click the* ***Save Vendor*** *button*

#### Selecting the accounting bank account and payment method

- If your company uses [multiple bank accounts](https://help.wrapbook.com/docs/accounting-pas#bank-accounts) to pay vendors through Wrapbook, you can click the dropdown menu under *Accounting bank* to select the account that you’ll be using for the payment
- If your company has set up [multiple payment methods](https://help.wrapbook.com/docs/about-vendor-payments-pas) for vendor payments, click the dropdown menu under *Payment type* to select the method you’ll be using for the payment

![Invoice details for vehicle rental and services, including payment options and totals.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2025-08-05T154932.076.png)

*If multiple Accounting banks or Payment types are configured, you can change the selections by clicking the dropdown menus at the bottom of the Invoice details*

#### Saving the invoice

- After you’ve confirmed *Invoice details* are correct, click the **Save** button
- Once the invoice is saved, the AP invoice will be in your *Drafts* tab on the [*Accounts payable*](/v1/docs/about-ap-invoices-pas#access-the-accounts-payable-dashboard) dashboard
- [Click here to see how to post AP invoices](https://help.wrapbook.com/docs/post-ap-transactions-pas)

#### Relieving open POs & updating the Invoice summary

The *Relieve open POs and Invoice* summary sections are displayed when an AP invoice is in *Draft* or *Unposted* status.

You can use the *Relieve open POs for this vendor* section of the AP invoice to:

- Associate existing POs with the AP invoice and and track fulfillment
- To learn more, see [How to relieve POs (PAS)](/v1/docs/relieve-purchase-orders-pas)

You can use the *Invoice summary* to:

- View and track POs that are related to the AP invoice lines
- See PO line item data including *PO #, Description, Account, Open Amount,* and *Relieved Amount*
- Code the AP invoice POs
- View PO#s and details associated with the invoice

![Invoice summary for Quixote Studios detailing rental and miscellaneous charges.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2025-08-05T155326.346.png)

*In the Invoice summary, you can code and update POs*

## Creating an AP invoice

If you prefer to manually enter the details for your AP invoices instead of using the *AP Inbox*:

1. In the left-side navigation, click the dropdown menu to select the project that you want to create an AP invoice for
2. In the *Project* menu, expand **Accounting**, then click **Accounts payable**
3. On the *Accounts payable* dashboard, click the **+ Create AP invoice** button
4. In the *Add invoice* popup, click the **Create AP** button
5. On the *AP transaction* page, enter the required information
  - [*Vendor*](/v1/docs/vendors-1)
  - *Invoice #*
  - *Invoice amount*
  - *Description*
  - *Period*
  - *State worked*
  - *Accounting bank*
  - *Payment type*

You can use the [*Transaction Lookup drawer*](/v1/docs/how-to-look-up-transactions-pas) to cross check information from related records without leaving the page.

If you’re aging an AP invoice that will be paid by manual check or wire transfer, you can leave the *Payment #* and *Payment date* fields blank.

### Import AP invoice detail lines from a spreadsheet

When an AP invoice contains multiple distribution lines, you can import the lines from a spreadsheet instead of entering each line manually. This is useful when you have already broken out one vendor invoice in Excel or another spreadsheet.

**Use the correct transaction type:** Use an AP invoice for a single bill from a vendor. Use a journal entry in JE *entry* for PCard, credit card, or petty-cash expenses, including **PX** and PC transactions. See [Add a JE (PAS)](/v1/docs/create-a-je-pas#create-a-je).

#### Before you start

- Prepare one row for each distribution line you want to add to the AP invoice
- Include a row with column names at the top of the spreadsheet
- Include the account, amount, description, and any other coding fields required for each line
- Include any other fields required by the project, such as Location (LO) or Production (PRD), when applicable
- Make sure the account codes and other coded values exist in the project before importing
- Use the AP import for one AP transaction; a spreadsheet containing multiple vendor invoices may require separate AP invoices

#### Import the lines

1. Open the project and go to **Accounting > Accounts payable**
2. Click **Create AP** next to the **Manually create invoice** option
3. Enter the required AP invoice information, including the vendor, invoice number, invoice date, and invoice amount
4. In the invoice distribution-lines section, click **Import** at the top of the distribution grid
5. In the **Import detail lines** drawer, add your spreadsheet data by doing one of the following:
  - Copy and paste the header row and distribution lines into the box under *Copy and paste*
  - Click **Choose a file** to upload an Excel or CSV file
  - Click **Download a template** to download a spreadsheet template
6. Turn on **The first row is a header** when the first row contains the column names
7. Review the column mapping. Wrapbook automatically maps columns when it can. Use the mapping controls to correct any mappings that are not matched as expected
8. Click **Continue**
9. Review the imported distribution lines. When the import contains errors, the preview shows one tab for valid lines and another tab for errors. Review and fix the error lines before importing. Valid lines can be imported even when other lines have errors
10. Click **Import rows**
11. Review the invoice total and distribution lines, then save the AP invoice

**Important:** Importing spreadsheet data appends distribution lines to the AP invoice. It does not replace existing lines. Review the vendor, invoice details, coding, amounts, and final invoice total before saving.

#### Common import issues

- **A column is mapped incorrectly:** Review the mapping controls and select the correct Wrapbook field
- **The header row appears as a transaction line:** Include a row with the column names at the top of the spreadsheet and turn on **The first row is a header**
- **A line contains an invalid account or coding value:** Correct the value in the spreadsheet or in the error tab, then review the line again
- **The import option is not available:** Confirm that the user has permission to create and manage AP invoices and that the project has PAS enabled. Contact Wrapbook Support if the option still does not appear

AP distribution-line imports support the available AP distribution-line column headers and line-level fields, except for 1099 and v1099. The AP import supports copy and paste, Excel uploads, CSV uploads, and a downloadable template. Automatic mapping and inline corrections are available, although the AP import does not support the same scale as the bulk journal-entry import.

No row, file-size, or feature-flag limitations are currently identified for this workflow.

### Upload and scan an invoice while creating a manual AP invoice

If you start an AP invoice manually, you can upload the invoice document from the same flow. The upload creates an AP Inbox item automatically, and the uploaded invoice remains in the current draft.

1. Open the project’s **Accounts payable** dashboard and click **Create AP invoice**
2. Start with a new, empty manual AP invoice form
3. Choose **Select invoices to upload** (or **Manually create invoice**), then select the invoice file from your computer or drag it into the upload area. Supported files are PDF, PNG, or JPG up to 30 MB.
4. When **Process uploaded document** appears, choose **Scan & auto-fill** to extract invoice details with OCR, or **Attach only** to add the file without extracting details

Use **Scan** when you want Wrapbook to read the invoice and prefill the invoice details on a clean, empty invoice. If you have already entered or edited information in the form, **Scan** will not activate; the document is added as an attachment only. Use **Attach only** when you want to keep the document with the AP invoice but enter the invoice details yourself.After scanning, Wrapbook opens the 30/70 review layout with the invoice document on the left and the editable form on the right. [OCR](/v1/docs/create-an-ap-invoice-pas#what-is-ocr-technology) prefills vendor details, invoice details, and line items, but you must review and correct them before saving.

If you have already entered or edited information in the manual AP form, the invoice is not eligible for scanning. The **Scan** option will not activate, and the uploaded document is added as an attachment only. This prevents OCR from replacing or overriding information already entered in the form.

#### Review information extracted by OCR

OCR suggestions are not a substitute for reviewing the source invoice. After the scan finishes, compare the invoice document with the values shown in the invoice details and update anything that is missing or incorrect.

Check the following before saving:

- Vendor
- Invoice number
- Invoice date and effective date
- Due date, if applicable
- Invoice amount and payment details
- Description
- Account codes and distribution lines
- Any purchase order or payment information connected to the invoice

You can edit the extracted values directly in the invoice details. If the vendor has not been created in the project, the vendor may appear as unavailable or visually distinct. Create or select the correct vendor before saving the invoice.

At launch, Manual AP OCR does not support multi-page invoices. For a single-page invoice that is long or unusually formatted, compare the source document with the extracted values; OCR may not capture every line or may identify a vendor, date, amount, or other field incorrectly. Complete missing information manually before saving or posting.

#### Understand invoice statuses

Invoices uploaded through the manual AP invoice flow are saved as **Draft** invoices. If the system detects information that may match another invoice, the invoice is marked **Duplicate**. Review the source document and invoice details before continuing, and confirm whether a duplicate warning is valid.

There are no separate **Processing**, **Incomplete**, or **Ready for review** statuses in the current OCR flow. If OCR does not provide all the information you need, complete the missing fields manually before saving or posting the invoice.

### Merge all lines and set a vendor default

When OCR creates many distribution lines from an itemized invoice, you can combine them into one summarized line before saving or posting the invoice.

#### Merge all lines

1. In **Line items**, review the scanned distribution lines.
2. Select **Merge all lines**.
3. Review the confirmation preview and confirm the merge.
4. Review the resulting line, including the total amount and accounting fields.
5. Update the account code or other available coding fields in the invoice form as needed.
6. Save the invoice when the details are correct.

**Merge all lines** is available for draft or unposted invoices. It is not available after an invoice has been posted. The merge window does not include account-coding choices, so review or update the coding after the merge. Confirm that the resulting line includes any information your team needs for reporting, approvals, audit support, or cost allocation.

There is no way to undo a merge. If the result is incorrect, re-upload the source invoice and enter the invoice again.

#### Automatically summarize future invoices from a vendor

After merging the lines, you can select **Set as default for [Vendor]** to turn on **Auto-summarize lines** for that vendor. Future invoices from that vendor that are processed through OCR can then have their distribution lines summarized automatically.

You can manage this setting from the [vendor profile](/v1/docs/vendors-dashboard#see-an-overview-of-vendor-details) using **Auto-collapse scanned lines into a single distribution line**. The setting applies only to future invoices and does not change invoices that are already in Wrapbook.

Be sure to review every automatically summarized invoice before saving or posting. If line-level detail is needed for coding, reporting, approvals, or audit support, review and adjust the distribution lines before continuing.

For instructions on combining selected lines or splitting a line, see [Edit, delete, or duplicate an AP invoice (PAS)](/v1/docs/edit-delete-or-duplicate-an-ap-invoice-pas).

### Relieving open POs & updating the Invoice summary

The *Relieve open POs* and *Invoice summary* sections are displayed once you click the **Save** button on the AP invoice.

You can use the *Relieve open POs for this vendor* section of the AP invoice to:

- Associate existing PO lines with the AP invoice and and track fulfillment
- POs that are already in the system that are related to AP lines will be pre-selected
- When needed, you can [create a new PO from the AP invoice](/v1/docs/create-an-ap-invoice-pas#creating-an-ap-invoice)
- To learn more, see [Relieve purchase orders (PAS)](/v1/docs/relieve-purchase-orders-pas)

You can use the *Invoice summary* to:

- View and track POs that are related to the AP invoice lines
- See PO line item data including *PO #, Description, Account, Open Amount,* and *Relieved Amount*
- Code the AP invoice POs
- View PO#s and details associated with the invoice

![Invoice details for Clockwork Post Production LLC, including amounts and due dates.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2025-08-05T160624.382.png)

*Use the Relieve open POs for this vendor, and Invoice summary sections to associate, track, and relieve POs for the AP invoice*

### Attaching files to an AP invoice in Wrapbook (PAS)

- To add a digital copy of the invoice document to the AP invoice, click the **Attach files** button to upload documentation from your computer
- When you’re finished, click the **Save** button

### Saving the AP invoice

After you’ve entered information for a new AP invoice, click the **Save** button and select either:

- **Save as draft** *-* saves the information that you’ve entered even if you haven’t entered all required information
- **Save as unposted** *-* saves the information and assigns a transaction number to the AP invoice

[Click here to learn how to post an AP transaction.](/v1/docs/post-ap-transactions-pas)

- Once posted to the General Ledger (GL), the AP invoice will be added to the [*Vendor payments*](/v1/docs/about-vendor-payments-pas) dashboard, under *Unpaid invoices*

Vendor billing for products or services rendered.

A company or individual providing a product or service.

(Purchase Order) A financial document committing the production to expenditure.

Checks which have been typed or handwritten rather than generated by computer.

(Journal Entry) An entry directly into the general ledger to correct or adjust other entries, or to record transactions that are not recorded elsewhere. The total of credits and debits will equal zero (i.e., be in balance).

(Petty Cash) The distribution of cash to individuals on a production for various expenses.

An IRS form by which specific income (such as non-employee compensation, royalties, etc.) is reported to the federal government. Equivalent to a W-2 for independent contractors where remuneration is not being paid by the employer.

The minimum salaries permitted by a union or guild.

(PO) A document used to inform the production of a financial commitment and to obtain approval for that expenditure.For example, Production places an order for 100 walkie talkies to be used for 5 months.They must create a purchase order that outlines the vendor's name and contact information, payment terms, rental dates, and the full cost to the production. This purchase order is then sent for approval and, once approved, allows for the vendor to be paid.

Recording entries to the general ledger in the computer accounting system.

Purchase order (PO) lines are distinct line items on a purchase order that specifies a good or service, its description, quantity or unit detail, account coding, and amount. Each PO line maintains its own balance that can be fully or partially relieved by accounts payable invoices.

Original and detailed book of record for all accounting transactions arranged by departmental account codes that occurs throughout the lifetime of a production.

(General Ledger) Original and detailed book of record for all accounting transactions arranged by departmental account codes that occurs throughout the lifetime of a production.