Uploading Invoices and Results

Invoices are the backbone of your ingredient data in ChinaYung. Every product you purchase from a supplier enters the system through an invoice upload. ChinaYung reads the document, extracts each line item, and prepares them for ingredient mapping — so you never have to type product names or prices manually.

Why Upload Invoices?

Restaurant kitchens deal with dozens of suppliers and hundreds of products. Keeping track of what you buy, what it contains, and what it costs is time-consuming when done by hand.

By uploading your supplier invoices, ChinaYung:

• Extracts products automatically — product names, quantities, unit prices, and tax rates.
• Detects your supplier — so future invoices from the same supplier are processed even faster.
• Builds your ingredient database — each extracted product becomes a candidate for allergen and nutrition mapping.
• Tracks purchase history — giving you a foundation for food cost analysis (available on GROWTH and PRO plans).

Tip: Upload invoices as they come in. The more data ChinaYung has, the more accurate your allergen declarations and cost analysis become.

Uploading an Invoice

Step 1: Open the Upload Page

Navigate to Invoices > Upload in the left sidebar. You will see the upload area.

Step 2: Add Your File

You have two options:

• Drag and drop your file directly onto the upload area.
• Click „Select File“ to browse your computer.

Supported formats:

Maximum file size: 20 MB per upload.

Step 3: Confirm and Wait

After selecting your file, click Upload. Processing typically takes 10 to 30 seconds, depending on the number of pages. Multi-page PDFs are processed page by page — you do not need to split them.

Tip: For best results with photos, make sure the entire invoice is visible, well-lit, and not blurry. Cropped or partially obscured invoices may result in missing line items.

Upload History

Every invoice you have uploaded is listed under Invoices > History. Each entry shows:

• File name — The original file name of your upload.
• Upload date — When the invoice was submitted.
• Status — One of: Processing, Complete, or Error.
• Line items — How many products were extracted.
• Supplier — The detected supplier name (if recognized).

You can click any entry to view the full extraction results.

Viewing Results

After processing is complete, click on an invoice to see the extracted line items. Each line shows:

• Product name — As printed on the invoice.
• Quantity — Number of units or weight.
• Unit price — Price per unit, excluding tax.
• Tax rate — The VAT rate detected (e.g., 7% or 19%).
• Total — Calculated line total.

If a product has already been mapped to a standardized ingredient in a previous invoice, ChinaYung links it automatically. New products appear with a „Needs Mapping“ label — you can map them right away or handle them later from the mapping queue.

Tip: Review the extracted data after each upload. Occasionally, handwritten notes or unusual invoice layouts can cause minor recognition errors. Correcting them early saves time later.

Supplier Detection

ChinaYung automatically identifies your supplier based on the invoice content — company name, address, tax ID, and layout patterns.

When a supplier is detected:

• The supplier name appears at the top of the results page.
• Future invoices from the same supplier benefit from improved recognition accuracy.
• Products from known suppliers are matched against your existing catalog faster.

If the detected supplier is incorrect, click Change Supplier to select the correct one from your supplier list or add a new supplier manually.

Frequently Asked Questions

What if the recognition is wrong?

No automated system is perfect. If a product name, quantity, or price was extracted incorrectly, you can edit it directly in the results view. Click on any field to correct it. Your corrections also help improve future recognition for similar invoices.

What if a page is missing from the results?

For multi-page PDFs, check that all pages are present in the original file before uploading. If a page was skipped during processing, try uploading the invoice again. If the problem persists, contact support — it may be a layout that needs special handling.

Can I upload invoices from any supplier?

Yes. ChinaYung works with invoices from all suppliers. The system learns supplier-specific layouts over time, so recognition improves with each upload.

Is there a limit on how many invoices I can upload?

• FREE plan: Up to 5 invoices per month.
• GROWTH plan: Up to 50 invoices per month.
• PRO plan: Unlimited uploads.