> ## Knowledge Base Index > Fetch the complete knowledge base index at: https://help.booksgpt.ai/sitemap.xml > Use this file to discover available pages before exploring further. > Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash). # Create an invoice draft from a PDF or photo Turn one PDF, JPEG, or PNG of a customer invoice into an unsent draft. Review every field, then **Save draft**. Nothing is sent or posted. This is not **Upload invoices** (CSV or Excel, one row per invoice). See "Upload a spreadsheet of invoices". ## Files that work - PDF: up to 20 MB and 10 pages. JPEG or PNG: up to 10 MB per image, 40 megapixels or smaller. - One file. Not GIF, WebP, or HEIC. Refusals you may see: - "Choose a PDF, JPEG, or PNG invoice." - "PDF invoices must be 20 MB or smaller." / "Invoice images must be 10 MB or smaller." - "Invoice PDFs can contain at most 10 pages." - "Invoice images must be 40 megapixels or smaller." - "Password-protected PDFs cannot be read. Save an unlocked copy and try again." - "This PDF contains active or embedded content and cannot be processed safely." - "The file contents are not a supported PDF, JPEG, or PNG." ## Open the upload 1. Open **All pages** in the left sidebar, then under **Sales** click **[Invoices](https://app.booksgpt.ai/go/invoices)**, then **[New invoice](https://app.booksgpt.ai/go/invoices/new)**. 2. Click **Create draft from file**. ![Create draft from file next to Save draft](https://booksgpt.ai/help/invoice-from-pdf/editor-button.png) On a phone: **More invoice actions** (three dots), same label. Viewers do not see it. Unsaved typing on the form is confirmed before extract replaces it. ![Phone More invoice actions with Create draft from file](https://booksgpt.ai/help/invoice-from-pdf/mobile-more.png) From Copilot: 1. Click **Home**, or the BooksGPT logo, at the top of the left sidebar. Either one starts a fresh chat. 2. Click the **+** labelled **Add or connect**. 3. Click **Create invoice from a file**. Same dialog as **Create draft from file**. After extract, review stays beside the chat. It does not open **New invoice** as a separate page. Close with the **X** (labelled **Close invoice**) to return to the conversation. On a phone the chat hides while you review. ![Create invoice from a file in Add or connect](https://booksgpt.ai/help/invoice-from-pdf/copilot-item.png) ## Upload and extract Dialog title **Create a draft from a file**. Drop zone **Drop an invoice here or choose a file**. Hint: PDF up to 20 MB, JPEG or PNG up to 10 MB, 10 pages maximum. Then **Extract invoice**. ![Create a draft from a file with Extract invoice](https://booksgpt.ai/help/invoice-from-pdf/upload-dialog.png) ![Chosen PDF in the upload dialog](https://booksgpt.ai/help/invoice-from-pdf/upload-file.png) ![Phone Create a draft from a file dialog](https://booksgpt.ai/help/invoice-from-pdf/mobile-upload.png) **Uploading** can be stopped with **Cancel upload**. After cancel: "Upload cancelled. You can retry with the same file." **Extracting a review copy…** includes "You can leave this page; the source is stored and processing will continue." ![Extracting a review copy with Checking file](https://booksgpt.ai/help/invoice-from-pdf/extracting.png) **Remove** deletes the capture and stored file with no draft. Confirm: "Remove this capture and its stored source file? No invoice draft will be created." Failure: **We couldn't finish this extraction**. **Retry**, or Remove and start over. ## Review, then Save draft **Review every field before saving.** "Only Save draft is available. Nothing will be sent or posted." Fields stay editable. || BooksGPT never creates a customer or a product from the file. **Bill to** must be an existing customer, and **Save draft** stays off until you pick one. ![Review every field before saving with Remove](https://booksgpt.ai/help/invoice-from-pdf/review-status.png) - **Bill to** must be an existing customer. **Save draft** stays off until one is selected. - **Customer alternatives** are suggestions. You pick in the form. An unmatched product may stay unmatched after you review the warning. ![Extracted evidence with page quotes](https://booksgpt.ai/help/invoice-from-pdf/evidence.png) ![Customer alternatives with an exact name match](https://booksgpt.ai/help/invoice-from-pdf/customer-alts.png) **Extracted evidence** quotes the page. **Review field** jumps to it. On a tablet, **Source** (View invoice source and evidence) opens the sheet. ![Tablet Source and evidence sheet with the PDF and extracted fields](https://booksgpt.ai/help/invoice-from-pdf/tablet-source.png) Warnings, printed total, and printed tax that disagree with the draft each need a checkbox. A likely existing invoice needs its own check (unique number). Unclear issuer: confirm this is an invoice your business issues to a customer, not a bill you owe. ![Acknowledgments for warnings, printed total, and printed tax](https://booksgpt.ai/help/invoice-from-pdf/acks.png) ||| **Save draft** stays unavailable for these, and no checkbox overrides them. - This appears to be a bill, receipt, statement, or mixed file, not a customer invoice. - "This file appears to contain multiple documents. Split it and upload one invoice at a time." - "The source currency differs from this workspace. Create it manually so amounts are not silently converted." ## After Save draft The invoice is a **DRAFT**. **Save as final** and **Save & send** appear only then. This article stops at **Save draft**. ![DRAFT invoice after Save draft](https://booksgpt.ai/help/invoice-from-pdf/saved-draft.png) **Created from source** names the file. **Source & evidence** reopens the quotes. ![Created from source with Source and evidence](https://booksgpt.ai/help/invoice-from-pdf/created-from-source.png) **Remove source file** asks: "Permanently remove the original source file? The invoice, extracted evidence, and audit history will remain." That can sit pending: "Source removal is pending; extracted values, page citations, and audit history remain for traceability." ![Remove source file and traceability footer](https://booksgpt.ai/help/invoice-from-pdf/source-and-remove.png) Uploading the same file again after save opens that draft. It does not extract a second copy. Vendor Bills you owe belong in Bill Inbox, not here. See "Vendor Bill Inbox and matching bank payments to Bills".