Fixing a Misfiled Invoice (Entity Correction)
Every invoice, certificate, estimate, or email you send into Verinode gets read and matched to something: a vendor, a carrier, or a job. Most of the time the match is obvious, the vendor name on th…
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What "needs review" means
Every invoice, certificate, estimate, or email you send into Verinode gets read and matched to something: a vendor, a carrier, or a job. Most of the time the match is obvious, the vendor name on the invoice is already in your list, or the claim number on an estimate lines up with a job you have on file. Sometimes it isn't obvious. A vendor name is spelled differently than last time, an invoice references a carrier Verinode has never seen from you before, or a document mentions a claim number that doesn't match anything in your job list yet.
When that happens, Verinode doesn't guess and file it silently. It sets that document, and in the vendor case a placeholder entry, aside and flags it for review. That flag is what this article covers: how to find a document that needs review, how to point it at the right vendor, carrier, or job, and how to tell Verinode that an unfamiliar name really is a new one rather than a misspelling of one you already have.
This is a correction you make once per name. Once you match a raw name to the right entity, Verinode remembers, so the next invoice from the same vendor, written the same way on the page, files itself correctly without asking again.
Where to find it
Open Vault from the My Data section of the sidebar (iq.verinode.ai/data). If you followed an older bookmark to Invoices or Documents, both redirect here, this is the one place your document activity lives now.
The Vault home page has an Explore row of tiles. The Uploads tile shows your total document count, and its second line tells you what's waiting: it reads "N Need Review" when documents need attention, "N Pending" when nothing needs review but some are still processing, or "Documents Captured" when everything is clear. Click the tile (or go straight to /data?tab=uploads) to open the Uploads table, where every document you've sent in shows as a row.
If any vendor, carrier, or job anywhere in your account needs review, the Vault entry in the sidebar itself carries a small number badge, so you don't have to open the page to know something's waiting.
Spotting a document that needs review
In the Uploads table, the Source column shows the entity a document is filed under, its name (linked through to the Vendors, Clients, or Jobs page), and underneath it, in smaller text, which bucket it's filed in: Vendor, Client, or Job.
A document that needs review carries an amber pill next to the name, outlined and rounded, with a small triangle-warning icon:
- Assign vendor, when Verinode couldn't confidently match the vendor name on the document.
- Assign carrier, when a document reads as coming from a carrier or TPA but hasn't been linked to one you have on file.
- Assign job, when a document references a claim that doesn't match a job in your list.
Click that pill and the row expands in place, right there in the table, into the correction panel.
Note
The amber "Assign" pill is a different signal from the small percentage badge you'll sometimes see next to the Status column (for example, 65%). That percentage is how much of the document Verinode was confident it read correctly, extraction quality, not entity matching. A document can be filed under the right vendor and still show a lower percentage if a field or two didn't extract cleanly. Clicking that percentage badge opens a different panel, for correcting extracted fields like amount or dates, not for reassigning the vendor, carrier, or job.
The correction panel
However you got there, the panel opens with the same shape:
- A line at the top showing what the document actually says. For vendor and carrier corrections it reads "Document says:" followed by the raw name Verinode read off the document. For job corrections it reads "Document references:" followed by the same idea, the raw text this document ties itself to.
- A Cancel link, top right, that closes the panel with no changes made.
- A search box: "Search vendors…" for a vendor correction, "Search carriers…" for a carrier correction, or "Search by claim number or category…" for a job correction.
Type at least one character and Verinode searches as you type (results update about a third of a second after you stop typing, with a brief "Searching…" while it does). What comes back depends on what you're correcting:
- Vendor. Two groups, if both have matches: Your vendors, the vendors already in your own list (this excludes any vendor still waiting on its own review), and Verinode catalog, matches from Verinode's shared vendor directory, each shown with its category underneath the name (for example, a general contractor vendor showing its category label beneath the name).
- Carrier. Your carriers, the carriers and TPAs already in your list, each labeled with its type underneath the name, and Carrier directory, matches from Verinode's shared carrier directory.
- Job. Your jobs only, there's no shared catalog for jobs, they're yours alone. Each result shows the job's label, either the claim number and category together (for example, a claim number followed by the job's category), the category alone if there's no claim number on file, or a fallback like "Job" plus part of the job's internal ID if neither is available. Where a claim number exists, it's shown in monospace next to the label.
If nothing matches what you typed, the panel reads "No matches for "[your search]"".
Click a result to select it. It highlights in copper and the button row below fills in with "Assign to [name]". Change your mind by clicking a different result, or start typing again to clear the selection and search again.
- 1Open the document's row in the Uploads table and click its amber Assign vendor, Assign carrier, or Assign job pill.
- 2Read the "Document says" (or "Document references") line so you know what raw name or reference you're correcting.
- 3Type into the search box. Verinode searches your own list first, then the shared catalog, as you type.
- 4Click the correct match from the results.
- 5Click Assign to [name]. The button reads "Assigning…" while it saves.
- 6The row turns green with a confirmation line, "Assigned to [name].", and the page refreshes a moment later with the document filed correctly.
Confirming an auto-created entity as new
Sometimes the raw name really is new, a vendor you've genuinely never used before, not a misspelling of one you have. For a vendor correction, alongside the search box you'll see a "Keep as new vendor" button. Click it and Verinode stops flagging that vendor for review and keeps it in your vendor list exactly as it was auto-created, no reassignment needed. The row turns green with ""[raw name]" confirmed as a new vendor." and the page refreshes.
Carrier and job corrections don't have a separate "keep as new" step, because there's nothing sitting in your list waiting to be confirmed the way there is with a vendor. An unmatched carrier or job is just a document with no link yet; picking the right match from search is what creates that link, there's no in-between state to confirm.
Note
If you assign a document to a vendor from the Verinode catalog rather than your own list, Verinode creates that vendor in your own vendor list the moment you confirm (if you don't already have one under that name), and pulls the amount and billing period off the document you just corrected to give the new vendor card a real starting cost instead of showing empty. You'll see it appear on the Vendors page right away.
Filtering to find review items faster
Above the table, the filter bar has a search box ("Search by vendor, carrier, job, or doc type…") plus two dropdowns: one for bucket (All buckets, Vendors, Clients, or Jobs, each with a live count), and one for document type (All types, or a specific type like Invoice, Estimate, or Certificate). Combine them to narrow down to, for example, just vendor-bucket invoices, then scan for amber pills.
Empty states
If you have fewer than five documents on file, a Connect card sits above the table pointing you toward hooking up an inbox or accounting system, since a handful of manual uploads is usually the start of a bigger flow, not the whole picture.
If your filters (search, bucket, or type) leave nothing to show, the table is replaced by an empty-state panel. By default it reads:
Your document intelligence builds as files flow in
with a sub-heading, "When your data flows in, you'll see:", followed by:
- Automatic classification, invoices, certs, scorecards
- Entity matching, linked to the right vendor, job, or carrier
- Data extraction, amounts, dates, and terms pulled out
- Signal detection, anomalies flagged automatically
- Full audit trail, every document tracked
If nothing at all has come in yet, this is the entire Uploads view, there's no table to filter until at least one document has been processed. As documents flow in and Verinode starts filing them, this panel is replaced by the real table, and any that need a human decision carry the amber pill described above.
What to do about it
Treat the amber pills as a short, recurring chore rather than a backlog: a document that needs review isn't feeding any signal or benchmark contribution until it's filed correctly, and a vendor cost sitting under the wrong (or a duplicate placeholder) vendor understates what that relationship is actually costing you. Clear them as they appear, a few clicks each, and the vendor, carrier, and job pictures across the rest of the platform stay accurate.