1. Is the batch complete?
Compare expected files with received files and extracted invoice records. Investigate failed processing, absent attachments and combined files. Retain the missing item in the inventory until it is resolved.
FOR AUDIT, BOOKKEEPING & FINANCE TEAMS
Turn an invoice batch
into an Excel
audit register.
Bring invoice details into one working file. Keep source references, review issues and totals together so your team can follow each record back to the document.
No credit card required
OCTOBER BATCH · REVIEW IN PROGRESS Fictional example
5Expected files
4Files received
2Review issues
alder-1048.htmlALD-1048 · USD 693.00
Keepalder-1048-copy.htmlSame bill, second file
Check duplicatecedar-301.htmlListed in the source inventory
MissingA total can reconcile while a source file is still missing. Check the population as well as the amounts.
Register + source inventory + review log
The download includes the complete worked batch.
BUILD A REGISTER YOU CAN FOLLOW
Start with the files.
Finish with a traceable batch.
When the request is “review these 500 invoices,” a long spreadsheet is only part of the job. You also need to know what arrived, what was extracted and which records still need attention.
Use DigiParser for invoice extraction and document review. Keep your batch inventory and audit working paper alongside the export so the team can explain any difference.
- 01
Define the batch before upload
Record the entity, period and source folder. List expected files and preserve the originals. A file can contain several invoices, so count files and invoice records separately.
- 02
Extract a consistent invoice register
Capture supplier, invoice number, date, currency, subtotal, tax and total. Retain or add a source reference so each row leads back to its document.
- 03
Resolve issues and record decisions
Compare the file inventory with the register. Investigate possible duplicates and missing documents. Keep the original row and record why you include or exclude it.
A SMALL BATCH WITH REAL REVIEW QUESTIONS
Four files received.
Three distinct invoices.
This fictional batch includes three supplier bills and a second copy of one bill. A fifth expected source has not arrived. The register keeps the duplicate visible while the team checks it.
| Source file | Supplier | Invoice | Review decision | Gross amount |
|---|---|---|---|---|
| alder-1048.html | Alder Industrial | ALD-1048 | Keep | $693.00 |
| beacon-2206.html | Beacon Packaging | BCN-2206 | Keep | $252.00 |
| harbor-709.html | Harbor Maintenance | HBR-709 | Keep | $495.00 |
| alder-1048-copy.html | Alder Industrial | ALD-1048 | Exclude after source check | $693.00 |
Scroll sideways on small screens. The download retains all four records.
Received gross total$2,133.00
−Confirmed duplicate$693.00
=Included total$1,440.00
The missing file is still an open issue.
The $1,440 included total covers the three distinct bills received. It does not establish completeness. Cedar’s expected file is absent, and its amount is unknown. Do not turn that missing amount into a zero or call the batch complete.
REVIEW MORE THAN THE GRAND TOTAL
Three checks.
Three different questions.
A matching sum does not prove that the population is complete, and a complete file list does not prove that each value is correct. Keep these checks separate in your working paper.
Keep these references with the export
Batch and source
Batch ID, entity, period, source filename or document ID.
Invoice identity
Supplier, invoice number, date and currency.
Review decision
Issue, owner, status, inclusion decision and resolution note. These are working-paper fields that your team maintains.
2. Does each record match its source?
Check the invoice identity, date, currency and amounts against the original. Where detail matters, trace item rows back to the invoice. Use DigiParser’s review screen to correct extracted values.
3. Do the included amounts reconcile?
Document duplicate and credit-note decisions. Reconcile the included population with the relevant ledger or control total for the same entity, period and currency. Record differences rather than forcing a match.
TRY THE COMPLETE REVIEW EXAMPLE
Follow the batch
from file to finding.
Download the register, source inventory and review log. Change the duplicate decision to see the included total update. Keep the missing file open until its source is received.
- Four received records with one duplicate
- Five expected files with one missing source
- Editable decisions, reviewers and resolution notes
Fictional working-paper example. These checks illustrate a workflow; they do not set your audit procedures.
Invoice batch review example
Three sheets: Invoice register, Source inventory and Review log. Includes formulas for received and included totals.
Download audit workbook Download matching source invoices (.zip)A CLEAR ROLE IN YOUR AUDIT WORKFLOW
Prepare the data.
Keep the review decisions.
Use extraction for
- Turning invoice fields into a consistent register.
- Capturing item detail when a review needs it.
- Comparing extracted values with the original.
- Exporting reviewed records for your working paper.
Your team defines
- The entity, period and complete source population.
- Sampling, materiality and supporting evidence.
- Duplicate treatment and ledger reconciliation.
- Issue resolution, sign-off and retention requirements.
Before a large upload, test the handoff.
Use files from several suppliers. Check source references, dates, currencies and the exported columns. Confirm document limits and your organization’s data-handling requirements before you send the full batch.
YOUR QUESTIONS, ANSWERED
Make the batch
easier to review.
Can I convert hundreds of invoices into an Excel register?
DigiParser supports batch invoice processing. First test a varied sample and confirm your fields, export layout and review process. Check the current plan allowance against your document and page volume before uploading the full batch.
Does this automatically complete an audit?
No. Extraction prepares data for review. Your team still defines the population, reconciles it with the relevant records, selects samples, resolves issues and records its conclusions.
How do I know whether an invoice is missing?
Compare the source inventory with the exported register using stable file or document references. Invoice numbers alone do not prove completeness: suppliers can use different sequences, and two suppliers can use the same number.
Will DigiParser identify duplicate invoices for me?
The example shows a manual duplicate-review workflow in Excel. Compare supplier, invoice number, currency and amount, then inspect the sources before excluding a record. This page does not promise automatic duplicate detection.
What if the invoices use several currencies?
Keep a currency column and reconcile each currency separately. If your working paper needs a base currency, retain the original amount and add the approved exchange rate, rate date and converted amount as separate fields.
Can I check the example without creating an account?
Yes. Download the workbook and matching fictional source invoices below. The sample includes a possible duplicate and a missing source file so you can follow the review steps before trying your own documents.
Can we keep a reviewer and issue history?
The sample workbook includes editable reviewer, status and resolution fields for your working paper. DigiParser also has configurable document review stages. The spreadsheet is a working record, not an immutable audit log.