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How to use the PaintCo Invoice Classifier

Overview

This system automatically classifies supplier invoice line items as paint or materials. It replaces the manual process of splitting paint vs sundries charges for subcontractor recharges.

How It Works

1
Invoice arrives
Email to [email protected] or upload via the web UI
2
PDF extracted
Line items are parsed from the invoice PDF
3
Classification
Each item is classified as paint or materials using keyword matching
4
Register updated
Results are appended to Invoice_Register.xlsx
5
SharePoint sync
The register is uploaded to your SharePoint site

Manual Upload

  1. Go to the Classifier page
  2. Drag & drop a PDF invoice onto the upload area, or click to browse
  3. Click Classify Invoice
  4. Review the line items — each shows its category and price
  5. Items flagged Review need manual verification

Automatic Email Processing

  1. Go to Settings
  2. Enter your Microsoft 365 credentials (Tenant ID, Client ID, Secret)
  3. Enable Email Monitoring and check Use Graph API
  4. Enter the email address (e.g. [email protected])
  5. Click Save Email Settings then Start Polling

New invoices are automatically detected, classified, and synced to SharePoint within 60 seconds.

SharePoint Setup

  1. Go to Settings → SharePoint section
  2. Enter your Tenant ID, Client ID, and Client Secret
  3. Set the Site URL (e.g. https://paintco.sharepoint.com/sites/Finance)
  4. Click Save SharePoint Settings

After each classification, the register is automatically synced to SharePoint.

Understanding the Classification

Paint items include: paint, primer, sealer, undercoat, topcoat, stain, varnish, lacquer, thinners, activators, hardeners, and any volume-based products (litres).

Materials items include: rollers, brushes, tape, buckets, trays, drop sheets, poles, sandpaper, PPE, fillers, caulk, masking film, and other non-paint supplies.

Excel Register Structure

The workbook has two sheets:

All Items — One row per line item with DateReceived, WeekCommencing, Supplier, InvoiceNumber, InvoiceDate, JobRef, Description, Qty, UnitPrice, LineTotal, Category, Currency, Status.

Weekly Summary — Auto-calculated totals per week using SUMIFS formulas.

Error Handling