Batch Processing

Learn how to process multiple invoices efficiently in batches

Introduction to Batch Processing

Batch processing allows you to process multiple invoices at once, saving time and streamlining your workflow. With Invoices Reader’s batch processing feature, you can:

• Process dozens or hundreds of invoices with minimal intervention
• Apply consistent processing settings across all invoices
• Monitor progress in real-time
• Review and export results in bulk

Batch processing is ideal for organizations that regularly handle large volumes of invoices, such as accounting departments or bookkeeping services.

Creating a New Batch

To create a new batch for processing:

1. Start a New BatchClick on the New Batch button in the toolbar or select File > New Batch from the menu.
2. Name Your BatchEnter a descriptive name for your batch (e.g., “May 2025 Invoices” or “Vendor ABC Invoices”).
3. Select Source FolderClick Browse to select the folder containing the invoices you want to process.
4. Choose File TypesSelect which file types to include (PDF, JPG, PNG, TIFF).
5. Create the BatchClick Create Batch to finalize the batch creation.

Pro Tip

Organize your invoices in separate folders before creating a batch. This makes it easier to process invoices from specific time periods or vendors.

Batch Settings

Before processing a batch, configure the appropriate settings:

Processing Options

Processing Mode                                         Saudi einvoice QR code – fast                                         Egyptian einvoice QR code – fast                                         GEMINI – fast                                         OLLAMA – slow                                     Error Handling                                         Stop on errors                                         Continue processing on errors                                         Skip problematic files                                     Processing Threads                                         1 (Lowest CPU usage)                                         2                                         4 (Recommended)                                         8 (Highest performance)                                     Automatically save results to database

Setting Recommendations

• Processing Mode: Choose based on your invoice types. GEMINI is recommended for mixed invoice formats.
• Error Handling: “Continue processing on errors” is best for large batches.
• Processing Threads: 4 threads offers a good balance between speed and system responsiveness.

Processing a Batch

Once your batch is configured, you can start processing:

1. Review SettingsDouble-check your batch settings to ensure they’re appropriate for your invoices.
2. Start ProcessingClick the Start Processing button to begin processing the batch.
3. Wait for CompletionThe system will process all invoices in the batch according to your settings.

Important

Depending on the number of invoices and the processing mode selected, batch processing can take from a few minutes to several hours. For large batches, consider running the process overnight.

Monitoring Progress

During batch processing, you can monitor progress in real-time:

Batch Progress

Overall Progress68%

Current Fileinvoice_123.pdf

Processed: 68/100

Success Rate: 97%

Elapsed Time: 00:14:32

Est. Time Remaining: 00:06:45PauseStop

The progress monitor provides the following information:

• Overall progress percentage and progress bar
• Current file being processed
• Number of processed files and success rate
• Elapsed time and estimated time remaining
• Options to pause or stop the batch processing

Reviewing Results

After batch processing is complete, you can review the results:

1. Batch SummaryReview the batch summary showing total processed invoices, success rate, and any errors.
2. Navigate Through ResultsUse the navigation controls to browse through the processed invoices.
3. Review and EditCheck the extracted data for each invoice and make corrections if needed.
4. Save ChangesClick Save All to save any edits you’ve made to the extracted data.

Pro Tip

Focus your review on invoices that had processing warnings or errors. These are highlighted in the batch results list with yellow or red indicators.

Exporting Batch Data

After reviewing the batch results, you can export the data:

Excel Export

Export all invoice data to a Microsoft Excel spreadsheet.Export to Excel

CSV Export

Export invoice data to a CSV file for use with other systems.Export to CSV

Database Storage

All processed invoices are automatically saved to the internal database for future reference and reporting.View in Database

Export Options

When exporting, you can customize which fields to include, apply filters, and choose between different export formats. Click the settings icon next to the export button to access these options.

Tips & Best Practices

Process Similar Invoices Together

Group invoices from the same vendor or with similar formats in the same batch for more consistent results.

Optimize Processing Threads

Adjust the number of processing threads based on your computer’s capabilities. More threads increase speed but use more system resources.

Schedule Large Batches

Process large batches during off-hours (overnight or weekends) to avoid tying up your computer during working hours.

Regular Database Backups

Export your database regularly to prevent data loss. Use the database management tools to create backups.