Getting the VAT figures off a supplier PDF and into a spreadsheet is one of the most error-prone parts of purchase ledger work. This guide covers what to look for on a UK VAT invoice, the checks that catch mistakes, and how to automate the extraction.
A full VAT invoice from a UK supplier normally includes the details below. HMRC publishes the exact rules, so check their guidance for your situation.
Most UK invoices use the standard rate of 20%. Some goods and services use the reduced rate of 5% or the zero rate of 0%, and some supplies are exempt or outside the scope of VAT. An invoice can mix several of these, so the VAT total is the sum of the VAT on each line, not one rate applied to the whole invoice.
For every invoice, confirm that net plus VAT equals gross, and that the line items add up to the net total. A difference of a penny or two can be rounding; anything larger deserves a look at the PDF.
Upload a PDF invoice and LedgerSense reads the supplier, invoice number, dates, line items, VAT and totals. You see the extracted values next to each other, can edit any field, and then download an Excel file with a Summary sheet and a Line Items sheet. CSV and JSON exports are also available.
It is an AI tool, so accuracy depends on the invoice. Clear digital PDFs work best; scans and unusual layouts need more checking, and password-protected or corrupted PDFs cannot be processed. Each PDF can be up to 10 MB. Always review the figures before you import them.
Yes. LedgerSense reads multi-page PDFs and combines line items, page subtotals and the grand total into one result.
Check the PDF first, then correct the field in the review screen before you download. Rounding on invoices with many lines can cause small differences.
You can preview your first invoice without an account. A free account then lets you download that invoice. Paid plans start at £9 a month.
No. It reads the VAT figures printed on supplier invoices, whether or not you are VAT registered yourself.