Galley Invoice Module: Frequently Asked Questions

Getting invoices in

What are the ways to get an invoice into Galley?

Four: drag-and-drop file upload, forwarding by email to a location's intake address, manual entry, and EDI for high-volume vendors. Use whichever fits, or combine them.

What file types can I upload?

PDF, PNG, JPG, JPEG, and TIFF. A single file can contain multiple invoices, and a single invoice can span multiple files. Galley splits and groups them automatically.

Can I upload multiple invoices at once?

Yes. Drop multiple files onto the upload area to process them as one batch, tracked on the Upload Jobs page. You can also send multiple attachments in a single forwarded email.

Can my vendors email invoices directly to Galley?

Yes. Each location has a dedicated intake email address. Vendors can send straight to it, or your staff can forward from their own inbox. Galley extracts the attachments and creates the invoices automatically.

What happens to emails from senders we have not approved?

They are rejected. Your administrator manages the allowed sender domains under Settings, Invoice Rules, Email Receiving. Add both your own staff domains and your vendors' domains so their invoices come through.

A vendor emailed an invoice but it never showed up. Why?

The most common cause is that the sender's domain is not on the allowed list. Check Settings, Invoice Rules, Email Receiving and add it. Very large emails (over the attachment limit) are also rejected.

Scanning and matching

Does Galley read the invoice automatically?

Yes. The AI extracts the vendor, invoice number, date, PO reference, totals, tax, and every line item (name, SKU, quantity, unit, and unit price). Multi-page and multi-invoice documents are detected and separated automatically.

Does Galley learn from my corrections?

Yes, and this is one of its best features, in two ways. First, when you map a vendor item by hand, Galley remembers that match and applies it automatically to future invoices from the same vendor. Second, when you correct a field the AI read, Galley learns from that correction and reads future invoices from the same vendor more accurately. The more you use it, the less mapping and correcting you do.

Can Galley create vendors and vendor items automatically?

Yes, if your administrator enables it. Under Settings, Company Settings, two optional toggles let Galley create a vendor from an invoice when that vendor does not exist yet (using the name and address on the invoice, and tagging it as auto-created), and create vendor items for invoice lines in standard units like lb, oz, each, and gallon. Both are off by default. Items in non-standard units such as case or bag still go to manual review. For an auto-created vendor item to also get a price, set up an Auto-Update Costs approval rule under Settings, Invoice Rules, Approval Rules.

What happens if the same invoice is uploaded twice?

Galley detects duplicates based on vendor, location, and invoice number, then groups and flags them. You choose which one stays active, and you can switch the active invoice at any time before approval.

The AI matched the wrong vendor. How do I fix it?

Use "Change Vendor" on the invoice. Every line item is automatically re-matched against the correct vendor's catalog. There is no need to re-upload.

An invoice is stuck or came back needing review. What do I do?

If it is still processing, wait a moment and refresh. If it landed in "Matching Failed" or "Matching Requires Review," open it to resolve flagged items, or select it in the invoice list and reprocess it to re-run matching from scratch.

Reviewing and correcting

Can I edit what the AI extracted?

Yes, before approval. You can edit the invoice date, due date, tax, total, shipping address, notes, vendor, and location. On invoices that Galley scanned, you can also edit the invoice number, PO reference, and external invoice ID. Changes save automatically.

Why can't I edit the invoice number on one of my invoices?

AI-extracted fields are editable only before approval, and only on invoices that Galley scanned. If the invoice was entered manually, or has already been approved, those fields are locked. Unapprove it first if you need to change it.

Can I correct line items?

Yes. Open any line item to edit the matched vendor item, quantity, unit, cost, or GL code. You can also add a line the AI missed, or ignore a line that should not be processed.

Can I see who submitted an invoice?

For emailed invoices, yes. The sender's email address (and their name, if they are a Galley user) is shown on the invoice and available as a column in your invoice list.

Item mapping

What is item mapping and why does it matter?

Every product line item must be matched to a vendor item in your catalog before the invoice can be approved. Galley matches most items automatically, and the rest are queued for you to confirm.

Can I create a new vendor item while mapping?

Yes. If an item is not in your catalog yet, you can create it directly from the mapping flow without leaving the invoice.

Why can't I approve an invoice?

Approval is blocked while any product line item is unresolved. The usual causes are: an item with no matched vendor item, an item missing a unit, or a missing GL code if your company requires GL codes for approval. Fees and tax do not need matching and never block approval. Galley shows a count of pending items at the top of the invoice.

What happens to fees, surcharges, and tax lines?

Galley recognizes non-product lines (fuel surcharges, delivery fees, freight, handling charges, small-order fees, and tax) and labels them as Fee or Tax. They skip vendor item matching, so they never show an "unmapped" warning and never block approval, and they are grouped separately so your products stay easy to scan. If you set up GL Code Rules, fees and tax are coded automatically on every invoice. You can change a line's type or GL code by hand before approval.

Can I set default GL codes for fees and tax?

Yes. Under Settings, Invoice Rules, GL Code Rules, you can map each item type to a default GL code (for example, all fees to one code and all tax to another). Galley applies them automatically, and you can override any individual line.

Approving

What happens when I approve an invoice?

Approval locks the invoice from edits, updates your vendor item cost history with the prices on this invoice, and creates a receiving record that updates inventory. It is the step that turns a reviewed invoice into live cost and inventory data.

Can I edit an invoice after approving it?

No. Approving locks it. If you need to make changes, unapprove it first, make your corrections, then approve again.

I approved an invoice by mistake. Can I undo it?

Yes. "Unapprove" reverses approval. It unlocks the invoice and rolls back the cost updates and receiving records that approval created.

Can I auto-approve invoices from vendors I trust?

Yes. Auto-approval rules can be scoped to a specific vendor, a specific location, or applied company-wide. Once matching is complete, qualifying invoices are approved automatically. Manually entered, reopened, and review-flagged invoices are never auto-approved. Your administrator configures these rules.

What is GL code validation?

An optional company setting that blocks approval until every line item has a GL code, keeping your accounting data clean on every invoice. When it is off, GL codes are optional.

Managing your invoices

Are my filters saved?

Yes. Your active filters on the invoice list persist between sessions, so you return to the view you left.

Can I act on many invoices at once?

Yes. Select invoices with the checkboxes and apply a bulk action: approve, archive, or delete. This is especially useful after a large batch upload.

Can I delete an invoice?

You can permanently delete invoices that have not been approved, with the "Delete Invoice" permission. Approved invoices cannot be deleted, but they can be archived. Deletion cannot be undone.

What is the Upload Jobs page for?

It is your intake audit trail. Every batch upload is recorded with file counts, how many invoices were detected and created, who submitted them, and any that failed or need attention. You can reprocess or delete individual invoices from there.