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Manage Invoices and Cost Changes in the New Back Office

Learn the new workflow for importing invoices, reviewing costs, and applying cost changes.

The new Cost Change workflow gives you more control over your data. You can now search for invoices with advanced filters, manage vendor matching manually, and process price changes in a single, continuous view without needing to save line-by-line.

✏️ Note: This article describes features in the New Back Office. For instructions on accessing it, view our guide: Access the New Back Office.

Table of Contents

Video Walkthrough 

Accessing the Invoice Dashboard

To access the new Cost Changes dashboard, log into app.vori.com and navigate to the Invoices tab on the left side panel.

The new invoice dashboard allows you to search and filter your documents by date range, total amount, specific invoice numbers, or vendor names.

Importing Invoices

The import process remains the same as the previous workflow.

  1. Upload your invoice file.

  2. The status will show as Processing.

  3. Once the data is extracted, the status changes to Ready.

Working with Processing Invoices

You can view invoices while they are in the Processing state. If the AI has extracted enough data, you can begin working on lines immediately.

⚠️ Important: If you begin working on line items while an invoice is still "Processing," the invoice will lock. This prevents further AI evaluation and extraction from being ingested for that document.

Handling Older "Processing/Ready" Invoices

You may notice older invoices from before the update remaining in a "Processing" state. While a one-time migration is planned for January to clean these up, we recommend the following manual steps in the meantime:

  1. Ensure you have no active invoices left to process in either the old or new workflow.

  2. In the new app, Select All (or manually deselect any you are still working on).

  3. Mark as Done to clear them from your active queue.

Filtering and Searching for Invoices

You can now search by invoice number or vendor—features that were unavailable in the previous experience. Use the filter bar at the top of the page to organize your list by:

  • ID

  • Imported Date

  • Invoice Date

  • Invoice Number

  • Invoice Total

  • Status

  • Store

  • Vendor

💡 Tip: The default view shows all rejected, processing, and ready invoices. Click the Status filter to narrow down your list (e.g., view only "Ready" invoices).

Adjusting Invoice Header Details

When an invoice is opened, you’ll see the header information at the top. To edit the header information, locate the Details Panel (typically on the right or side of the screen). If Vori extracted the incorrect total, number, or date, you can correct it here.

Editable vs. Calculated Fields

  • Editable Fields: Invoice Number, Invoice Date, Due Date, Net Terms.

  • Calculated Fields: Line item totals and certain count summaries are calculated automatically based on the extracted data.

✏️Note: If you notice consistent errors across the document, you can review the raw extracted data. This is useful for bulk editing extraction issues (e.g., if the AI misidentified a "Case" as an "Each" for the entire invoice) rather than fixing rows one by one. More information can be found here: Edit Invoice Extraction Data in New Cost Changes.

Reviewing Invoices

Opening an invoice displays a full-width PDF view alongside your data rows. This allows you to review your invoice and cost changes in one screen, reducing the need for multiple tabs.

You can toggle between tabs to organize your work:

  • All: Shows every line item on the invoice.

  • Mark as Ignored: Items you have skipped (e.g., gasoline charges).

  • Unchanged: Items with no cost changes detected.

  • To Review: Items requiring attention (new items, cost changes, or mapping issues).

Use the filter in the left-hand corner to further narrow down your list of items.

Editing Costs and Prices

You can now handle new items, cost changes, and price updates in a single row.

Updates are Saved Automatically

There is no "Save" button for individual rows. Your work is saved as a draft automatically as you edit.

Using Target Margin

  1. Review the Old Margin vs. New Margin columns to see how the cost change affects you.

  2. Enter a percentage in the Target Margin field to set a specific margin for an item.

  3. Just like before, Vori will suggest a New Price to help you hit that specific margin.

Fixing Data Errors

You can still manually edit cost mistakes on a single item row. However, if the system misreads the invoice for multiple items (e.g., read "Case" as "Each" for the majority of products), do not edit the rows manually. Instead, use the extraction tool.

  • View the full guide: [Link to Article 2: Edit Invoice Extraction Data]

Applying Changes

Your changes (cost updates, new prices, and product mappings) are not live until you click Apply Changes at the top of the screen.

 This prevents prices on the floor from mismatching what scans at the register until you are ready.

  1. Complete your review of the invoice lines.

  2. Click Apply Changes at the top of the screen.

  3. This will update your back office data and lock the rows you have modified.

Row Locking

  • Once you apply changes to rows where the price or cost has been modified, those rows will be locked.
  • Corrections: If you need to make further changes to a locked row, you must do so outside of the invoice workflow via the Product Panel.

Status Management: "Done" vs. "Active"

After applying changes, you can mark an invoice as Done.

  • Continuing Work: Moving an invoice to "Done" status does not prevent further work on lines that are not yet locked.

  • Recommendation: While you can still work on "Done" invoices, it is recommended to only mark them as such once all intended edits are complete to keep your dashboard organized.

💡Tip: You can also bulk mark invoices as Done directly from the main Invoices dashboard.

Printing Tags

The Print Tags notification has been simplified for a cleaner experience:

  • Web View: Printing tags are no longer displayed in the web interface to reduce clutter.

  • Status Impact: Printing tags no longer drives the logic for moving an invoice to "Done."

  • How to Print: This remains a handheld-first action. Tags will appear under Recent Updates on your handheld device for physical printing.