PartBay Part Invoicing

Related Documents

PartBay Invoicing Flags

PartBay Resouces

Invoicing | PartBay Knowledge Base

Overview

Nexsyis has the ability to integrate with PartBay to Automate Parts AP Invoicing. The PartBay Parts Invoicing tool simplifies this process by allowing users to photograph or upload a PDF of a parts invoice. PartBay automatically reads and extracts invoice details, matches them against the corresponding RO or PO in Nexsyis, and highlights any discrepancies for review. Once verified, the accounts payable information is submitted directly into Nexsyis—eliminating manual data entry and helping your team process invoices faster and more accurately.

How it Works

• Invoicing for purchase lines that are marked yellow (ordered) or green (received) can be automated
• Parts invoices, credits, and return slips must be accurately matched to the correct repair orders (ROs) and purchase orders (POs) in Nexsyis. 
• Automatically reads and extracts invoice details, matches them against Nexsyis RO and PO data, identifies any mismatches, and submits approved accounts payable information into Nexsyis.
• Invoices that reconcile cleanly post automatically, while exceptions are flagged for review—resulting in 80% or more of parts AP invoicing being automated.

PartBay processes invoices through four stages:

1. Upload
2. Data Extraction
3. Reconciliation against Nexsyis
4. Submission or flagging for review

1. Upload

Using the PartBay mobile app one or more photos of a single invoice are uploaded for the shop location. Choose the correct category when prompted (received, returned, or return slip).

2. Extract

The Partbay application pulls vendor text, invoice number, dates, RO/PO, line items, freight, tax, discounts, and totals. AI then processes the data and organizes it into a digital invoice for reconciliation.

3. Reconcile

PartBay Loads Nexsyis Data for the RO/PO, matches invoice lines to Nexsyis lines, then checks description, part#, quantities, prices, amounts, math, and totals against your organizations rules.

For example: The Nex line item description contains "wheel core" and the Part # is listed as "core wheel" with a qty of 1 and list, buy and total price of $50. Although the part numbers do not match, PartBay is able to auto match the invoiced line to the Nexsyis line based on the quantity, price and description.

4. Submission or Flagging for Review

If there are no blocking issues and Nexsyis accepts the request, the invoice posts automatically.

If something doesn't line up, or your organization marks certain vendors for review, the invoice is flagged until someone fixes or confirms it.

Structured invoice data—including totals, freight, taxes, credits, and line‑level details—is securely sent to Nexsyis, ensuring accurate posting and full visibility. Shop‑level settings allow organizations to control handling rules, vendor reviews, and mismatch thresholds, ensuring consistency across all future uploads.

Best Practices

• A submission must only contain images for one invoice
• Capture in a well-lit environment 
• Avoid Glare
• Upload Pages in Order
• Use portrait orientation
• Crop the image to only contain the document