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Who: anyone receiving deliveries scans; a manager reviews and approves. When: scan the moment a delivery lands; review once a day. Every approved invoice feeds COGS, price history, and accounting. This is the single highest-leverage daily habit in Garde.

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Get invoices in — two ways

The easy way — email. Every location has its own Garde invoice address (press New Invoice to see and copy it). Give it to vendors or forward invoices to it and they’re ingested automatically — Garde marks it Recommended for a reason. One rule: each emailed file is treated as one invoice, so combine multi-page invoices into a single file before sending. The New Invoice dialog: the location's email address, or drag-and-drop upload The everyday way — upload. Best done from a phone: whoever signs for the delivery photographs it on the spot in the Garde app, before the paper can wander off.
  1. On the dashboard, go to Inventory → Invoices & Ordering → Invoices.
  2. Press New Invoice and drop the invoice pages into Upload Single Invoice — phone photos or PDFs, max 10 MB per file.
  3. Keep one invoice per upload. Multi-page invoice? Every page goes in the same upload — each file counts as one page.
Before you upload: make sure the date and vendor are legible (write them on if not — the AI reads handwriting), and mark any refunds or credits on the page. Never mix two invoices in one upload.

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Review

Uploads show as Processing (about a minute), then land in Needs Review. The review queue: status tabs with live counts, and export blockers named per invoice The list is a worklist — four tabs with live counts, next/previous navigation, and the original scan side by side with the extracted data (rotate control included for sideways phone photos).
  1. Open an invoice in Needs Review. Reviewers without accounting access get the guided Tour — one line at a time; accounting users land in the full List View table.
  2. Confirm Vendor, Invoice Number, Invoice Date, Due Date.
  3. Answer Record items individually or merge into one? — choose Keep items separate for anything you stock (almost always). Merge into one item is only for quickly booking a service or non-COGS expense like pest control or rent.
  4. Check each line’s match to a vendor item; fix quantities and prices. Lines marked Needs Inventory Item aren’t linked yet — link them or the purchase can’t deplete or cost anything. Mixed case on one line? Correct the quantity and press Add Line Item to split it across items.
  5. Watch the price-change warnings — compared against what this location last paid, with a Previous Invoice link (View Source Invoice in the Tour) jumping to the exact past purchase.
  6. Confirm the line-item total matches the invoice total; add missing lines, discounts, taxes, refunds.
  7. Approve — or deny (the uploader is emailed automatically). Only approved invoices move stock and feed costs; approved ones export to accounting as bills, and anything blocked names exactly what’s missing.
Reviewing an invoice: line items mapped to vendor items
The AI learns from your corrections — expect over 95% accuracy after a few weeks. Sharp price changes get flagged so you know which lines to double-check. You can also teach the parser per vendor: see Vendor Memory in Vendors & vendor items.