If you run an agency, you already know the pain. Supplier invoices arrive by email, get buried in inboxes, forwarded between people, downloaded, renamed, uploaded into your project management system, and manually matched to the right job. It's slow, it's error-prone, and it's a terrible use of your finance team's time.
With Synergist v16, that process just got a lot simpler.
Forward an invoice. Done.
Synergist now has a dedicated purchase invoice inbox. When a supplier invoice lands in your email, just forward it to your Synergist inbox address with the PDF attached. Synergist receives it, processes the attachment, and you get an in-app notification confirming it's been uploaded successfully.
No logging in to upload files. No downloading and re-attaching. No chasing people to forward invoices to the right person. Just forward and move on.
If you've got a batch to process, you can also upload up to 20 purchase invoice PDFs at once directly within Synergist.
AI does the data entry
Once the invoice is in Synergist, AI takes over. Building on the autofill feature we introduced in v15, Synergist automatically extracts the supplier reference, invoice value, date and due date from the uploaded document. The extracted fields are highlighted so your team can review them before submitting.
When no due date is found on the invoice, Synergist calculates it from the supplier's payment terms or days credit. That means fewer missed payment deadlines and less manual checking.
Why this matters for agencies
Agencies and consultancies typically manage dozens of supplier relationships across every project. Freelancers, print suppliers, media owners, venue hire, photography, stock libraries. Each one sends invoices in a different format, at a different time, to a different person's inbox.
The result? Costs get recorded late. Jobs look more profitable than they actually are. Month-end becomes a scramble to find and process outstanding invoices before the numbers go to the board.
The purchase invoice inbox solves this by making it easy for anyone in the agency to get a supplier invoice into Synergist the moment it arrives. The person who receives the invoice can forward it immediately without needing to understand the system or have specific permissions. The finance team gets the data faster, job costs are up to date, and month-end is less painful.
Three releases, one direction
This is part of a deliberate investment in automating the purchase process:
- v14 introduced AI expense creation. Upload a receipt and AI extracts the amount, date and vendor details.
- v15 extended AI autofill to purchase invoices. Upload a purchase invoice and AI extracts the key data.
- v16 adds the purchase invoice inbox, bulk upload, and due date extraction. Invoices can now be emailed straight into Synergist.
Each release removes another manual step. The direction of travel is clear: less time on data entry, more time on the work that actually matters.
How to get started
The purchase invoice inbox is available to all Synergist Cloud customers. Contact our support team to get your inbox set up. Once configured, your team can start forwarding invoices immediately.
Want to see it in action? Book a demo or take a look at our purchasing features.