Doccle automatically reads the information on your invoice. An invoice number, date, amount or VAT rate may occasionally be recognized incorrectly.
You do not need to redesign the invoice immediately. First check the recognized information and manually correct any errors in the fields to the left of the invoice.
To prevent the same errors from occurring on future invoices, use one of our templates or adjust your own invoice layout according to the recommendations below.
How can I improve the recognition of future invoices?
Option 1: use one of our invoice templates
For the best results, we recommend creating your invoices with our Word or Excel template.
You can find the available templates at the bottom of this page under attachments.
The templates contain separate sections for:
- the supplier’s details;
- the invoice number and invoice date;
- the customer’s details;
- the invoice lines;
- the amounts excluding VAT, VAT amounts and total amount.
Complete the available fields and keep the overall structure of the template as much as possible. Export the document as a PDF before sending it through Doccle.
Option 2: keep your own invoice layout
Do you prefer not to use our templates? Adjust your invoice according to the recommendations below.
You can find the complete guidelines at the bottom of this page under attachments.
Clearly position the invoice number and date next to their labels
Place the invoice number and invoice date next to the corresponding label. Avoid placing both values without clear separation below column headings. An invoice number and a date can look very similar and may therefore be recognized incorrectly.
For example:
Invoice number: 2026-001
Date: 01/01/2026
Separate the supplier and customer details
Make sure there is sufficient space between the supplier’s details and the customer’s details. They can be separated horizontally or vertically.
Add a clear label above the customer’s details, such as “Bill to”.
Display totals and VAT separately
When all invoice lines use the same VAT rate, clearly state:
Total excluding VAT
VAT 21%
Total including VAT
When multiple VAT rates are used, state the taxable base amount and VAT amount separately for each rate.
Use a clear table for the invoice lines
Each invoice line should preferably contain the following fields:
Description – Quantity – Unit price excluding VAT – Total excluding VAT – VAT rate
The VAT rate per line is optional, but it can help identify the correct rate.
When descriptions cover multiple lines, use horizontal lines or sufficient spacing to separate the invoice lines clearly.
Is your invoice still not being recognized correctly?
You can always correct incorrectly recognized information yourself in the fields to the left of the invoice.