Contact us
For help with the service, email support@linesflow.com. Support is available on UK business days; we target an initial response within one business day for ordinary requests (see our service and support targets).
Privacy questions and data-rights requests go to privacy@linesflow.com. Our registered office is 377 Old Bedford Road, Luton, LU2 7BL, and Linesflow Ltd is registered in England and Wales under company number 17352218.
Getting started
- Connect your accounting platform — sign in to Sage, Xero, or QuickBooks from the Connections page.
- Set a default platform and business in Connections so invoices are pre-targeted.
- Upload invoices on the upload page — PDFs, Word documents, spreadsheets, and images are all supported.
- Review and post — check the extracted supplier, date, amounts and line items in the review page, then post to your accounting platform.
Frequently asked questions
What file formats can I upload?
PDF, Word (.docx/.doc/.odt/.rtf), images (.jpg/.jpeg/.png/.tiff/.bmp/.webp), Excel (.xlsx/.xls), and plain text/HTML. Files are converted to PDF before extraction, so a photographed receipt works as well as a scanned PDF. You can upload up to 20 files in a single upload.
How does extraction work?
We combine text extraction, layout-aware OCR, and AI to pull out the supplier, invoice number, date, totals, VAT, and line items. Nothing is posted automatically — you review and approve each document first.
Which accounting platforms are supported?
Sage Accounting, Xero, and QuickBooks. You can connect more than one and choose the target per invoice at review time.
Can I post the same invoice to more than one platform?
Yes. Processing and posting are separate, so a document can be posted to several platforms over time — but never twice to the same one, which prevents duplicates.
What does "Apply Saved Mappings" do?
On the Invoice Queue, Apply Saved Mappings runs your supplier CSV across your unposted invoices (or just the rows you selected). Each CSV row maps a keyword to a supplier contact and ledger, and every invoice whose text matches a keyword gets that supplier and ledger filled in automatically. It uses the CSV you last used in this browser session, or the CSV saved for your current platform and business. Save for future sessions stores that CSV on the server so it is applied automatically on future uploads.
What does "Auto-match supplier" do?
Auto-match matches each invoice's extracted supplier against your accounting platform's contact list and fills in the contact (and its default ledger) for review. It only applies clear matches — if several contacts score closely, it leaves the choice to you rather than risking a wrong supplier.
How do I create a supplier mapping CSV?
There are two ways, and they answer different questions:
- From your accounting history: on Connections, Generate Supplier Mapping (from Accounting Invoice History) scans your recent purchase invoice history in the accounting platform, groups invoices by supplier, picks the most-used ledger per supplier and builds a downloadable CSV (keyword, contact, ledger, description) that you can upload on the main page.
- From your use of LinesFlow: Learned Supplier Mappings (from LinesFlow) are built automatically from your past postings in the app — there is no CSV to create. You can review and delete them on Connections.
Once you have a CSV, upload it on the main upload page (or save it for future sessions), and it will be applied to your invoices in the queue.
How do I include line items?
On the upload page, tick Post individual line items. When it is unticked we post a single total amount per invoice; when ticked, each line is captured and posted individually — which matters for invoices with mixed VAT rates. You can also switch line items on or off for a specific platform and business when you review an invoice.
Do you charge extra for line items?
No. The allowance is counted per posted document, whether or not you include line items. Adding more lines to a document does not use more of it.
How much does it cost?
Plans carry a monthly document allowance: Starter 250 documents a month, Business 500 documents a month, or a bespoke volume by arrangement. Starter starts with a 30-day free trial. A short grace allowance above the plan allowance (25 on Starter, 50 on Business) is included at no extra charge, so a busy month end does not stop work; past that, posting pauses until the next period or an upgrade. Uploads, previews and failed attempts do not use the allowance, and a document posted to two platforms counts once.
What data do you use?
We use the documents you upload (invoices, credit notes, statements, supplier files), your account and billing details, and — through your connected platforms — your organisations, contacts and ledgers, plus your purchase invoice history when you generate a mapping. AI (OpenAI) processes your document content to extract the data, which you review before it is posted. We do not sell your data. See the privacy notice for the full picture, including how long we keep different types of data.
How long is my data kept?
Posted PDFs are kept for up to 7 days, extraction cache entries for up to 48 hours, and abandoned drafts or failed queue items for up to 90 days. Export anything you need to keep via Settings.
Can I edit the extracted data before posting?
Yes. On the review page you can change the supplier, ledger and document type, edit or remove line items, and opt out of posting an auto-detected credit note before confirming.
Can I upload scanned documents?
Yes. Scanned and photographed documents are run through OCR before extraction, so they take longer than a document with an embedded text layer but are processed the same way.
How long does a batch of uploads take?
Up to five documents are processed at a time, so a large batch takes longer than a single file. Each document is written to the queue before extraction starts, so you can leave the page and watch progress in the Invoice Queue.
What happens to a document that is not an invoice?
Documents classified as not an invoice or credit note are kept in the queue under Not an Invoice rather than being posted. You can discard them or reclassify them if the verdict is wrong.
I see "not connected" when reviewing an invoice
Go to Connections, reconnect the platform, then return to the invoice and prepare it again. A document processed before a connection existed can still be posted once a platform is connected.
Other information
See the service and support targets, privacy notice, terms, refunds policy, acceptable use and accessibility statement for the details that apply to your use of LinesFlow.