Parts Invoicing: How It Works
Last updated: May 10, 2026
Overview
Shops receive a steady stream of parts invoices, credits, and return slips that all need to line up with repair orders (ROs) and purchase orders (POs) in Nexsyis. Retyping lines, hunting for the right PO line, and posting payables by hand is slow and error-prone.
PartBay's parts invoicing tool lets you photograph or upload a PDF of an invoice, reads the document automatically, compares it to Nexsyis for the matching RO or PO, surfaces mismatches, and submits the accounts payable information to Nexsyis so your team avoids re-keying every line.
What the Tool Does
Every invoice moves through four stages from upload to submission.
Stage | What Happens |
Upload | You send one PDF or one or more photos of the same invoice for the correct shop location. You'll also pick the invoice category where prompted (received, returned, or return slip). This can be done through the PartBay mobile application (downloadable from the Apple App Store or Google Play Store). |
Extract | PartBay uses OCR to pull vendor text, invoice number, dates, RO / PO, line items, freight, tax, discounts, and totals. We then use AI to process the data and organize it into a digital invoice to easily reconcile items. |
Reconcile | PartBay loads Nexsyis data for the RO / PO, matches invoice lines to Nexsyis lines, then checks quantities, prices, amounts, math, and totals against your organization's rules. |
Submit or Flag | 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. |
Result = 80%+ of AP parts invoicing automated.
What Gets Sent to Nexsyis
PartBay sends structured data to Nexsyis integration APIs. The exact payload depends on the invoice type.
Received or credited invoices (AP payables) include header fields like invoice number, date, freight, discount, tax, total, invoice type (regular vs. credit memo), and a hosted link to the invoice image(s). They also include distribution lines tied to the RO folder and the matched Nexsyis PO lines, with quantities, list and unit costs, extensions, and any related flags as shown in PartBay before submission.
Return slips use a dedicated return-slip update instead. The payload includes the RO folder, PO header, the PO line numbers being returned, and the invoice image URL.
Quick Pre-Upload Checklist
Before you upload, run through this list. It's the difference between an invoice that posts automatically and one that flags.
Check | Why It Matters |
Same invoice, ordered pages | Ensures correct lines and totals |
Upright, full frame, good light | OCR accuracy and mobile quality checks |
Correct location and invoice type | Right shop and right Nexsyis posting path |
RO / PO known or clearly printed | Enables matching and automatic submission. The system will extract hand-written information too |
For the full set of best practices, see Uploading Invoices.
What Happens When Something Doesn't Match
When PartBay can't fully reconcile an invoice against Nexsyis, the invoice is flagged with one or more reason badges and held for review. Your team can then open the invoice, review what's off, and either correct the data or override the flag before submitting.
For the full list of badges and step-by-step reconciliation workflow, see Reconciling Flagged Invoices.
Configuration
Shop-level invoicing options control freight handling, mismatch thresholds, special vendor review, and vendor aliasing. These settings affect every future upload and Nexsyis submission. See Invoicing Settings for the full reference.
FAQs
Do I have to use photos, or can I upload PDFs?
Both work. On web, you can upload either a set of images or a single PDF in one submission, but not both at once. Use whichever format the invoice arrived in. Mobile only supports photo uploads.
What if I don't know the RO / PO number when I upload?
You can leave it blank where the app allows it. PartBay will try to read the RO / PO from the document. If it can't, you'll need to enter the correct RO or refresh Nexsyis data before the invoice can be submitted.
Does PartBay submit invoices to Nexsyis automatically?
Yes, when the invoice has no blocking issues. Anything that doesn't reconcile cleanly is flagged for someone on your team to review before it posts.
What's the difference between a received invoice, a credit, and a return slip?
Received invoices are for parts arriving at the shop and credits are for parts that have been sent back to vendors. Return slips are for parts that are being returned to a vendor but have not been picked up yet.
Can I see what was sent to Nexsyis after submission?
Yes. The invoice detail view shows the data that was submitted, along with any errors Nexsyis returned.