Adding an Invoice: The Add Data Button

What the Add Data button is

Verinode does not have a separate "create invoice" form. There is one universal capture point for every kind of business document, including invoices, and it lives behind a single button labeled Add Data. Drop a vendor invoice, snap a photo of one, paste its text, describe it out loud, or forward the email it arrived in: all five paths land in the same place, run through the same reading and matching engine, and end up filed against the right vendor, carrier, or job in your Vault.

This is deliberate. An earlier version of the product used different button labels per section ("Add vendor data" on Vendors, "Add financial data" on Margin, and so on). That was retired because it implied the platform stores different kinds of things in different silos. It does not. Every document you send, invoice or otherwise, goes through the same intake, and Verinode reads it, extracts what matters, and matches it to your existing vendors, jobs, carriers, and clients. You are not creating a record by hand; you are handing Verinode a document and letting it do the filing.

Where to find it

The Add Data button sits in the page header of every section, top right, a solid copper pill with an upload-arrow icon. You will see it on:

• Vault, at iq.verinode.ai/data in the sidebar, which is where every invoice you send ends up living once it is read and filed. This is the natural home for invoice capture.
• Every other section page: Jobs, Vendors, Carriers, Equipment, Certifications, Margin, Costs, Safety, Compliance, Reputation, Processes, and more.
• Inside a specific vendor, carrier, TPA, client, or equipment record, where the button reads Add data for [name] instead of the generic label. Opening it from inside a record biases the match: an invoice you drop while looking at "ABC Restoration Supply" is more likely to land on that vendor even if the vendor name printed on the invoice is spelled slightly differently.

Wherever you open it, the same modal appears. Its title reads Send data to [Section], matching whatever page you were on when you opened it (for example, "Send data to Vault" or "Send data to Margin"), or the generic Send it over if no section context applies.

The five ways in

The modal opens with a row of tabs across the top. On desktop the order is Drop files, Snap a photo, Paste it, Tell me, Forward. On a phone, the camera comes first: Snap a photo, Tell me, Drop files, Paste it, Forward, since a photo of a paper invoice is the fastest path on mobile. Two tabs are conditional: Tell me only appears if your browser and device support microphone recording, and Forward only appears once Verinode has an inbound address to show you.

Drop files

The default tab. A dashed box reads Drop a file here with or click to browse underneath. Drag an invoice PDF, spreadsheet, or scanned image onto it, or click to open your file browser. The footer under the box reads, verbatim:

PDF, images, CSV, Excel, Word, video, audio: Verinode reads everything.

Concretely, the accepted file types are PDF, JPG/JPEG, PNG, HEIC, CSV, Excel (XLSX and XLS), Word (DOCX and DOC), plain text, and video and audio (MP4, WEBM, MOV, MP3, M4A, WAV). A single file is capped at 25 MB; going over that shows File exceeds 25 MB limit and nothing is sent. If you drop a video or voice memo file here instead of a document, Verinode transcribes it first and treats the transcript the same anonymized way as a Tell me recording (see below), so the same privacy handling applies whether you speak into the modal or hand it an audio file.

Underneath the drop box, a second button, Send multiple at once, opens a separate multi-file picker for sending a batch of invoices in one go. See Sending several invoices at once below.

Snap a photo

A single large button: Snap a photo, with the subtext Receipts, invoices, certs, equipment tags. On a phone this opens the camera directly; on desktop it opens your file picker filtered to images. This is the fastest path for a paper invoice sitting on your desk: photograph it and move on.

Paste it

A text box with the placeholder:

Paste email text, invoice details, or any business document content...

Type or paste in the invoice's line items, an email body, or any written detail, then press Analyze. The button stays disabled until you have entered at least 10 characters, so a stray click cannot fire an empty request.

Tell me

Tap the microphone circle to start recording. While recording, the circle turns red and pulses, the label reads Recording... [m:ss], and the subtext below prompts Tap to stop. Before you start, the idle subtext reads Describe a cost, dictate notes, or walk through a job, so this is also where you dictate context around an invoice you cannot easily upload, for example calling out a subcontractor's bill while you are still on site. Stop the recording and Verinode transcribes it, then reads the transcript the same way it reads a pasted paragraph.

Forward

Shows your personal inbound address for this business under the label Your intelligence email, in a monospace box with a Copy button beside it (it reads Copied for two seconds after you click it). Below the address:

Let your email do the work. Forward invoices, scorecards, cert notifications, and anything business-related. Verinode reads and files everything automatically.

A link underneath, Set up org-wide auto-forwarding, goes to the Connect page, where you can point your whole inbox at Verinode instead of forwarding one invoice at a time. See Forwarding documents for the full mechanics of that address and what happens to mail sent to it.

Sending several invoices at once

Send multiple at once, under the Drop files tab, opens a picker that accepts more than one file. Select a folder's worth of vendor invoices and Verinode queues all of them. You will see a toast immediately: Uploading N files, Verinode will process them in the background..., and the modal closes right away so you are not stuck watching a batch of invoices work through the queue. A follow-up toast confirms how many files were queued once the batch is accepted server-side. Per-invoice results (which vendor each one matched, whether anything needs review) arrive individually afterward through the notification bell and the Vault, not inside this modal, since a batch can span dozens of files.

What happens after you send it

What you see next depends on which tab you used.

Drop files, Snap a photo, and the bulk picker all close the modal the moment you pick a file. You are not held waiting on an 8 to 30 second read. Instead:

1. A toast appears immediately: Uploading [filename], Verinode is analyzing it now... (or ...transcribing now... for a video or audio file).
2. The notification bell in the top bar lights up within about a second, rather than waiting on its normal idle refresh.
3. A persistent mini-player-style card appears showing the document is being processed, and updates in place once the read finishes, so you do not have to keep the modal open to know what happened.

Paste it and Tell me work differently: the modal stays open through processing. You will see a spinner with Uploading... and Sending your document securely while the request is in flight, then the modal itself shows you the result inline (described next), without needing the notification tray at all.

Reading the result

When a Paste or Tell me capture finishes, the modal shows a result panel:

• A status icon and one line: Got it: [summary], describing what Verinode understood from the text or transcript.
• If Verinode matched what you sent to something already in your Vault, a line reading Matched: [name] ([type]), [name] ([type])... lists every vendor, job, carrier, or client it tied the document to.
• If anything about the import was incomplete (for example, only part of a batch could be filed, or a carrier name could not be resolved), an amber warning block lists each issue by name, so a partial result never reads as a clean success.
• Any insights Verinode pulled out (informational, a warning, or something critical) show underneath, color coded by severity.
• A Next tip at the bottom suggests what to send over next, tailored to the page you opened the modal from. From Margin, for instance, it reads Next: send over more invoices to see margin trends; from Carriers, Next: forward vendor invoices to see full cost picture. If no page-specific tip applies, it falls back to a prompt to set up email forwarding on the Connect page.
• Two buttons close the loop: Send another, which clears the result and takes you back to the tabs so you can capture the next invoice without reopening the modal, and Done, which closes it.

The very first time a capture completes successfully on your account, an extra banner appears above the result: Your intelligence is starting to build, with the note Every document you send makes your insights sharper. You will only see it once.

If you send several items through Paste or Tell me in the same modal session, a Recent list builds up beneath the tabs (idle view), up to the last five, each with a short status mark and its one-line summary, so you can see what you have already fed in without re-checking the Vault.

Errors and empty states

• A file over 25 MB: File exceeds 25 MB limit.
• Pasted text under 10 characters: Text too short (min 10 characters).
• Microphone permission denied: Microphone access denied.
• A failed upload or bulk send shows Upload failed: [reason] or Bulk upload failed: [reason] as a toast, and the persistent processing card updates to reflect the failure rather than silently disappearing.

Where the invoice lands

Once Verinode has read an invoice, whether it arrived by drop, photo, paste, voice, or forward, it is filed in your Vault and tied to whichever vendor, carrier, or job it matched. From there it feeds the numbers you see elsewhere on the platform: vendor cost trends, job-level margin, carrier cost pictures, and more. See Understanding your margin for how invoice data turns into what you keep on a job, and Clients and carriers for how invoices tie back to the carrier side of a claim.

Manual entry, when you need it

A small number of pages offer a fallback link at the bottom of the modal, Or enter details manually, for the rare case where you would rather type a record in by hand than hand Verinode a document to read. It only appears on pages built to support it, and it is the one place in this flow where you are genuinely creating a record yourself rather than having Verinode extract one.

1. 1Open any section page and click Add Data in the header, or press Cmd+U / Ctrl+U.
2. 2Pick the tab that fits what you have in hand: a file to drop, a paper invoice to photograph, text to paste, or something to describe out loud.
3. 3Send it. File and photo uploads close the modal and notify you when the read finishes; paste and voice show you the result right there.
4. 4Check the result panel (or the notification bell) for what matched and what, if anything, needs your review.
5. 5If you have more to send, use Send another or reopen the modal; when you are set up for it, forward future invoices straight from your email instead.

Related reading: Forwarding documents, Connecting your data, Understanding your margin, Clients and carriers, The Feed.