IRS — Publication 583: Starting a Business and Keeping Records

Skavio Flow turns invoices and scans into structured data using custom fields and saved company workflows. For bookkeeping teams, its role is preparation before entry: define what to extract, check the results against the source, make supported corrections, and export XLSX, CSV or JSON. The workflow is repeatable; responsibility for reviewing each invoice remains with the team.

Define the invoice fields once—not for every batch

Consider an illustrative recurring invoice cycle, not a customer case study. A company receives supplier invoices as PDFs and scans. Its bookkeeping team needs a consistent set of information before entering those documents into its accounting system. In Flow, the team can define custom extraction fields and save a company workflow for reuse. For this example, the field list covers supplier, invoice number, invoice date, due date, currency and totals, with line items checked separately. The next batch can use that saved workflow rather than a newly defined extraction task. The useful distinction is between a repeatable field definition and a reviewed result. Reusing the workflow establishes what the team wants to collect; it does not establish that every extracted value is correct.

Make source checking part of the routine

Flow provides source evidence and review warnings alongside structured results. Those outputs support a review step before the data moves into bookkeeping. Here, “reviewed” means checked by the bookkeeping team—not guaranteed correct or reviewed by Skavio staff. Dates, totals and line items deserve explicit attention. A warning is a reason to investigate, but the absence of a warning should not be treated as approval. Compare the extracted values with the invoice and resolve uncertainty before using them.

Check the supplier and invoice number against the source document.
Distinguish the invoice date from the due date, and check ambiguous date formats.
Compare currency and totals with the invoice rather than accepting a plausible-looking number.
Review line-item descriptions, quantities and amounts separately from document-level totals.

Make supported corrections, then export

Flow exports XLSX with document and line-item worksheets, as well as CSV and JSON. The team can use a spreadsheet for further checking or structured data for a downstream process. The correction workflow has a specific, limited verification behind it. On October 1, 2026, an internal acceptance test extracted and exported two synthetic PDF invoices; correcting a scalar value regenerated the results without a second job. This demonstrates a single-value correction in the tested workflow. It is not an accuracy benchmark for real supplier invoices or confirmation of comprehensive line-item editing. The practical sequence is extraction, review, supported correction and export—not extraction followed by unquestioned bookkeeping entry.

An export is not an accounting-system import—or an archive

The destination still determines the requirements. Sage Intacct’s official bill-import documentation, for example, describes company-specific templates, valid vendor references, account fields and conditional requirements. Treat Flow exports as inputs for further mapping and validation, not as guaranteed import-ready files or evidence of a built-in Sage integration. Supporting records also remain important. For U.S. businesses, the IRS identifies invoices, paid bills and receipts as documents supporting entries in business books and tax returns. Its electronic-record guidance makes clear that recordkeeping requirements still apply and that retention depends on the circumstances. Keep the original invoices under the company’s applicable recordkeeping policy. Document extraction is a preparation step, not a substitute for long-term records storage.

Budget by pages, with one shared wallet

Under canonical Pricing V2, Flow extraction costs 25 credits per page, with a minimum of 25 credits per document. Skavio’s web processing tools and Skavio Processing API use one shared wallet. Prepaid credits do not expire, and monthly credits roll over. Company signup receives 1,000 trial credits, subject to the current signup policy. Start with a representative set of invoices: define the fields, inspect the results and exports, and establish the team’s review routine before applying the saved workflow to subsequent batches.

A saved workflow repeats the field definition. It does not replace the bookkeeper’s review.

Sources

Skavio Flow — supplied verified product knowledge — The supplied October 3, 2026 snapshot verifies custom fields, saved company workflows, XLSX/CSV/JSON outputs, source evidence and review warnings. Canonical Pricing V2 sets extraction at 25 credits per page, minimum 25 per document. The October 1 acceptance test covered two synthetic PDF invoices and a scalar correction.
IRS — What kind of records should I keep? — Invoices and other supporting documents substantiate entries in business books and tax returns.
Sage Intacct — CSV import: Bills — Bill imports use company-specific templates and destination-specific requirements, including valid vendor references, account fields and conditional requirements.
IRS — Publication 583: Starting a Business and Keeping Records — Electronic storage systems have recordkeeping requirements, and required retention depends on the records and circumstances.

Open Skavio Flow, define your invoice fields, and save a workflow for the next batch.