PDF Invoice Scanning Format Requirements

Overview

PDF invoice scanning automatically extracts the individual line items — time entries, disbursements and adjustments — from submitted PDF invoices using AI. This brings detailed billing data to manual matters that would otherwise show only an invoice total, so businesses can review the breakdown, run rate and guideline checks, and export the entries.

For law firms, nothing changes at submission: invoices are uploaded as usual and scanning runs automatically in the background once the invoice is submitted. Because extraction is AI-based, the results may contain errors, so the extracted data is clearly flagged for review.

Submitting a PDF invoice 

There is no change to how you submit invoices. Upload the PDF invoice as usual — there are no extra steps, and no line items to review or enter during submission. Scanning happens automatically after the invoice is submitted.

What does matter is how the PDF is put together, because that determines how accurately the line items are read. The next section covers the formatting that produces the most reliable results.

Formatting your PDF invoices for accurate scanning

General formatting

• Use a text-based PDF, not a scanned image. A PDF generated directly from your billing or accounting system — where the text can be selected and highlighted — scans far more reliably than a scanned document or a photo of a printed invoice.
• Present line items in a clear table with column headings (for example: Date, Fee earner, Description, Hours, Rate, Amount). A consistent tabular layout is much easier to read accurately than free-form text.
• One invoice per PDF file. Avoid combining multiple invoices, cover letters or unrelated attachments into a single document.
• Use a single, consistent currency throughout the invoice, matching the invoice currency. Do not mix currencies across line items.
• Keep each entry on its own row. Avoid merged or summary rows that roll several entries into one, as these cannot be split back into individual line items.
• Keep text legible. Avoid low-resolution output, watermarks printed over the line item table, or unusual fonts that can be misread.

Information to include for each line item

Each line item should carry the fields below. Where a recommended field is missing, Apperio (e-Billing) applies the fallback shown.

Figure requirements by line item type

Apperio (e-Billing) recognizes three types of line item, and each needs a minimum set of figures to be read correctly:

• Fees (time entries): provide at least two of amount, hours (units) and rate (unit cost). The third is calculated automatically (hours × rate = amount). Neither hours nor rate may be zero.
• Disbursements (expenses): provide at least the amount. A single lump-sum line such as "Court filing fee — $250", with no quantity or unit cost, is accepted. If you do include a quantity and unit cost, those are used.
• Adjustments (discounts and credits): provide the amount only.

Important: If a line item is missing the figures it needs, contains a zero quantity or rate, or uses a currency that does not match the invoice, scanning for the whole invoice fails and no line items are extracted. A failure banner explains the reason.

Viewing extracted line items

Once scanning completes, the extracted line items appear on the invoice's Line Items tab.

• If the PDF contained no recognizable line items, the invoice completes with a note to that effect.

• If scanning fails, a banner explains the reason:

  "Scanning the invoice PDF failed. Contact support@apperio.com for help."

Reviewing accuracy and correcting data

Because extraction is AI-based, occasional errors are expected, which is why the extracted data is flagged for review. If you spot a problem with the extracted line items:

1. Review the entries on the invoice's Line Items tab against the original PDF.
2. Contact support@apperio.com with the invoice details. Support can correct the extracted line items or re-run the scan.

Frequently asked questions

Do I need to enter or review line items when I submit a PDF invoice? No. Upload the PDF as you normally would. Extraction runs automatically after submission — nothing is shown to you to check or complete during the submission process.

Does scanning change how I submit invoices? No. The submission process is unchanged. Scanning happens in the background once the invoice has been submitted.

Are LEDES invoices scanned? No. LEDES files already contain structured line items, so there is nothing to extract.

How do I turn on PDF invoice scanning for my business? Contact your account manager or support@apperio.com. Scanning is enabled per business by Apperio (e-Billing).

Why weren't any line items extracted from my invoice? The most common causes are: the PDF is a scanned image rather than a text-based document; line items are missing the figures they need; a quantity or rate is zero; or the invoice mixes currencies or uses a currency that doesn't match the invoice. Producing the invoice as a text-based PDF with a clear line item table resolves most cases.

Will the extracted line item totals match my invoice total? Not necessarily. Line item figures are not reconciled against the invoice total, because discounts, tax and other adjustments mean the two can legitimately differ.

My invoice covers several matters. What do I need to do? When one invoice is linked to more than one matter, each line item must carry a matter reference that matches one of those matters, so the entries can be routed correctly. If the invoice covers a single matter, no reference is needed.

Can I review the line items before they are saved? No. Extraction runs after the invoice is submitted. Review the extracted entries on the Line Items tab once scanning has completed, and contact support if anything needs correcting.

What happens if I delete an invoice that has been scanned? Deleting the invoice also removes the line items that were extracted from it.

If you have any other questions, please reach out to our Support Team at support@apperio.com.