AI Invoice Capture

AP Automation is available to all customers. Of the four features, Automated Payment Distribution or Payment Services is only available to customers operating in US Dollars. To activate AP Automation, please send an email to licensing@accountingseed.com.

Prerequisite

Before enabling the AI Invoice Capture feature, existing AP Automation customers will need to sign an addendum. For more information, please send an email to licensing@accountingseed.com.

Overview

AI Invoice Capture technology is used to extract data from documents and images to import directly into Accounting Seed as Payable information and Payable Lines. Once an invoice is captured, you will have the opportunity to review and update the data, as necessary before approving it for the automatic creation of Payable Header and Payable Lines. As fields are captured and mapped to Payable Header and Payable Lines, after this mapping is approved in the Invoice Capture Review screen, AI will refer to the approved mappings when subsequent invoices are received from the same Vendor to automatically determine field mappings. Essentially, this will become a fast and easy way to create your Payable records with minimal user intervention.

The AI Invoice Capture process functions on typed or computer-generated invoices. Additionally, if a handwritten note (such as a discount amount) is included on an invoice, AI can also capture this information. 

Note: Currently, the AI Invoice Capture process functions on invoices that are scanned in English.

In order to use AI Invoice Capture, you will need to have AP Automation enabled.

The following file types can be included as a part of the AI Invoice Capture process:

• PNG
• JPG
• JPEG
• PDF
• Excel (.xls/.xlsx)
• Word (.doc/.docx)

Captured Data and AI Predicted Fields

Some fields on the Payable and Payable Lines will be captured from your data and included as part of the Invoice Capture process. Other fields will be predicted by AI and will be included in the capture process. For more information, refer to the table below.

Important: After the AI Invoice Capture feature is enabled, in order to have the AI trained to automatically predict the description on each invoice line item to the Invoice Comment field on each Payable Line, you must manually map the description to the Invoice Comment field on the first invoice. Then, moving forward, the AI Invoice Capture will be able to predict the mapping for the description of a line item on an invoice as the Invoice Comment field on each Payable Line. 

Note: The Ledger and Vendor fields are captured first, and then predicted. 

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AI Invoice Capture Initial Setups

Prerequisite

Before enabling the AI Invoice Capture feature, existing AP Automation customers will need to sign an addendum. For more information, please send an email to licensing@accountingseed.com.

Authorize AS Hub

As an AP Automation user, if you have not Authorized the Accounting Seed Hub, refer to the information in the Accounting Seed Hub Authorization article to perform that process as the first configuration setup.

Provide Query All Files permission to the AS Hub User

Use the steps below to provide the Query All Files permission to the AS Hub User.

Note: If you are currently using Payment Services, you already have a custom AS Hub User permission set for adding the Query All Files permission. If you are not currently using Payment Services, create a custom permission set called AS Hub User. Then, add the Query All Files permission.

1. Click the Gear icon and select Setup.
2. From the Quick Find textbox, enter Permission. Then, select Permission Sets.
3. Click the AS Hub User permission set.
4. Under the Apps section, select App Permissions.
5. Click Edit.
6. Select the Query All Files checkbox.
   
   Note: Click here to view the above image in full screen. 
   
   
7. Click Save.

Create a Nanonets Account

Nanonets is our integration partner and their solution has been embedded into Accounting Seed to provide you with this AI Invoice Capture technology. As a part of the process for using AI Invoice Capture, you will need to create a Nanonets account.

Important: Before creating the Nanonets account, make sure that you have completed the Authorize AS Hub configuration setup. Otherwise, you will not be able to authenticate and create your Nanonets account. 

1. Use the link that you received to access the Nanonets account screen. The “Create your Nanonets account” page displays.
   
   
   
   
2. If you want to test creating the account in your Sandbox, click the Sandbox toggle button to enable this setting.
   
   Note: If the Sandbox setting is enabled, the system will not check to verify that you have AP Automation. However, if the Sandbox setting is not enabled, and you are ready to create the account in your Production org, the system will check to verify that AP Automation is enabled. If not, an error message will display.
   
   
3. Click Create account via Salesforce. The normal Salesforce login screen displays.
   
   Important: An authorized Hub user should use his/her credentials to sign in. If the Hub is authorized by an integration user, log in using the integration user’s credentials to create the Nanonets account.
   
   
4. Log into Salesforce with the credentials as mentioned above.
   
   
5. After entering the appropriate credentials, a standard Salesforce dialog box will display to indicate that Nanonets would like permission to access your org. Allow access to your org for Nanonets.

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Add the Invoice Capture Status field

If you are an existing Accounting Seed customer, you will need to add the Invoice Capture Status field onto the Payable page layout. While an AI Invoice Capture is in process, the Invoice Capture Status on the Payable record will display as Pending. Once the capture process completes, the status will change to Success. The process to change from Pending to Success should only take a few minutes. You can refresh the page to view the change. Once the status changes to Success, click Invoice Capture Review to see the AI Invoice Capture results.

1. Click the Gear icon and select Setup.
2. Click the Object Manager tab.
3. From the Quick Find textbox, search for and select Payable.
4. Click Page Layouts and select the Account Payable Layout.
5. Drag and drop the Invoice Capture Status field into the Information section.
6. Click Save.

(Optional) Configure AI Invoice Capture (Auto-Capture)

If you want to have the system automatically capture invoice data, a configuration setting for AI Invoice Capture is included in the Enablements screen. If this setting is not turned on, invoice data will not be automatically captured. You will need to manually capture the data by clicking the Capture button on a Payable record for an invoice that displays in the Related Documents carousel. 

1. Navigate to Accounting Home and click the Setup tab. Then, under the Configurations menu, click Enablements. The Configurations - Enablements screen displays.
2. Click the Pencil icon that displays to the right of Enablements. 
3. Scroll down to the Invoice Capture section.
4. The Auto-Capture Payables setting defaults to “Off.” Click the toggle button to turn on this setting. When this setting is turned “On,” if using Email to Payable or the default file on a Payable is changed, the AI Invoice Capture process will start automatically (for any Vendor that has not been manually excluded from auto-capturing on the Account record).
   
   
   
   
5. The Invoice Capture Expiration (minutes) setting defaults to 30 minutes. This can be adjusted to between 1 and 99 minutes.
   
   Note: If you are an existing Accounting Seed customer, this field displays blank. You can add the default time of 30 minutes or adjust the minutes between 1 and 99.
   
   Note: This represents the number of minutes until a URL that is specifically created for the AI Invoice Capture process will expire. Once you update and save modifications, the URL will no longer be needed, which is why it will expire after the configured expiration time. This URL can be viewed by clicking Invoice Capture Review from a Payable record. The URL provides the AI Invoice Capture information, which can be reviewed and updated before approving a captured file. If you are in the Invoice Capture Review screen, you can update and save modifications, as necessary. However, if you are in this screen longer than the expiration time entered here, an error message will display if you attempt to continue making updates (this is a clear indication that the URL has expired). In order to rectify the situation, simply return to the Payable record, and click Invoice Capture Review again. This will automatically create another URL (with the same expiration time) and return you to the Invoice Capture Review screen so that you can continue to modify the captured information before approving.
   
   
6. Click Save.

(Optional) Exclude Vendors from Auto-Capturing

If the Auto-Capture Payables setting is turned on in the Enablements screen, the AI Invoice Capture process will automatically be performed on Payables for all Vendors unless you use the steps below to exclude them from the Auto-Capture process.

Note: If the Auto-Capture Payables setting is turned on, with the Email to Payable feature, all single invoice files will automatically be captured. However, if you manually import a single file invoice, and the Vendor is set to be excluded, the invoice data will not be automatically captured.

1. If you are an existing Accounting Seed customer, complete the information below to add the exclude setting onto the Account page layout. Otherwise, continue with step 2.
   
   1. Click the Gear icon and select Setup.
   2. Click the Object Manager tab.
   3. Click Account.
   4. Click Page Layouts and select the Account (Accounting) Layout or your page layout.
   5. Drag and drop Exclude Payables from Auto-Capture into the Payable & Cash Disbursement Information section.
   6. Click Save. 
2. Navigate to Accounting Home and click the Setup tab. Then, under the Master menu, click Accounts.
3. Select a list view (other than Recently Viewed).
4. Search for and select a Vendor for which you want to exclude from the automatic AI Invoice Capture process.
5. From the Exclude Payables from Auto-Capture checkbox, click the Pencil icon to edit. Then, select the checkbox to exclude this Vendor from the Auto-Capture process.
6. Click Save.
7. Continue to select this checkbox for additional Vendors, as necessary to exclude their Payables from the Auto-Capture process.

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AI Invoice Capture  

Do you want to:

• Capture an Invoice using Email to Payable
• Capture an invoice using the Default File
• Capture an invoice using the Capture button
• See the Post Capture Review

Capture an Invoice using Email to Payable

If the Auto-Capture Payables setting is turned on, when a Vendor attaches and sends an invoice using Email to Payable, if the Vendor has not been manually excluded from auto-capturing (as mentioned above), the system will automatically begin the AI Invoice Capture process. If more than one file is uploaded as a part of the Email to Payable process, you will need to set a default file in order to start the capture process.

Note: The file format must be in one of the specified formats listed above in this article.

Use the steps below to access the Invoice Capture Review screen to review and update the data that was captured. When you initially access this screen, view the Final Results in the right panel to determine if there are missing field names that need to be added or mapped correctly.

Note: Dates on the Invoice Capture Review screen display in YYYY-MM-DD format. Additionally, if you manually enter a date such as Issue Date or Due Date in the Invoice Capture Review screen, it must be entered in the YYYY-MM-DD format.

Note: As mentioned above in the Invoice Capture section of the Enablements screen, URLs in the Invoice Capture Review screen will expire based upon the expiration time in minutes that was entered. If the Invoice Capture Review screen refreshes and displays an error message, this simply means that the URL has expired. To retrieve another URL (with the same expiration time), and continue to review and update the captured results, return to the Payable record, and click Invoice Capture Review again. When you return to the Invoice Capture Review screen, you should be able to review any saved changes.  

1. Display a Payable for which a Vendor has sent an email with an attached invoice using Email to Payable.
2. Review the Invoice Capture Status field to determine if Pending (still in the process of capturing results from the invoice) or Success displays in this field.
   Note: If necessary, you can refresh the page to see the status change from Pending to Success. This should only take a few minutes.
   
3. If Success displays in the Invoice Capture Status field, scroll down to the Related Documents carousel, and click Invoice Capture Review. The Invoice Capture Review screen displays. 
   Note: The Invoice Capture Review button displays dynamically based upon AP Automation being enabled. 
   
   Note: The capture process with results in the Final Results panel is not complete until grid lines (boxes) display around the invoice. Refresh the page to see the grid lines around the invoice with the Final Results displaying. Additionally, the “Processing Image” message might display in the Final Results panel on the right. Again, you can refresh the page to see captured results.
   
   
   
   
4. To view the table at the bottom of the page with all available lines, click Full width.
   
   Note: Click here to view the above image in full screen. 
   
   The table with available lines will display at the bottom. The table displays the lines in the same order as they appear on the invoice.
   
   Note: Click here to view the above image in full screen. 
   
   Note: If you want to delete the table and create a completely new one, click the Ellipsis that displays to the right of Table 1 at the bottom of the Final Results panel, and click Delete Table. Then, click the Ellipsis again to add a new table, and include columns, as necessary.
   
   
   
   
5. To change the invoice size, click Zoom In/Out.
   
   
   
   Note: Hide Grids is a toggle to hide or show the grid lines on the invoice.
   
   
6. The Final Results panel is used to map fields from the Vendor invoice to Payable and Payable Line fields. The Label is the Payable or Payable Line field that will be mapped. To change a field name that displays in the Final Results panel, select the field. Then, click the Label drop-down list, and select the desired label name for this field. You can select a different label name, as well as update the Text that displays, if necessary.
   
   Note: Click here to view the above image in full screen. 
   
   Some fields in the Final Results panel include a drop-down list. In the sample screen below, the Ledger Name is a drop-down list, which can be clicked to select a different Ledger, if necessary.
   
   
   
   
7. If a label on the invoice does not display in the Final Results panel, it can be added or mapped correctly by drawing a box around the field name directly on the invoice. Then, click the Label drop-down list, select the appropriate label name, and click Save. The added label displays as a field in the Final Results.
   
   
   
   If there is an enabled field that displays in the Final Results panel that you want to disable, select the field name. Then, click the red Delete icon that displays to the left of Save to disable the field name.
   
   
8. From the table at the bottom, click the Ellipsis to insert a new column label (left or right) or to delete an existing column label.
   
   
   
   
9. Click X to remove an existing column label.
   
   
   
   Then, click in the column label to select a different one.  
   
   Note: In the drop-down list, all existing column labels will display disabled. For example, in the screen capture below, Expense_GL_account displays disabled because it already exists as a column heading. 
   
   Important: A column heading should only be used once. For example, if Product has already been used as a column heading, Product should not be used again as a column heading.
   
   
   
   
10. Click a row to insert a new row above or below an existing row. Click Delete row to delete a row.
    
    
    
    
11. Adjustments to the data on the table can be made by clicking in a cell, such as the Quantity on line 1. Adjust the data in the Label textbox, as necessary. Then, click Save.
    
    
    
    
12. To update fields on the table such as Expense GL Account. GLAV 1-4, Product, and Project/Project Task, click the drop-down list, and select the appropriate field. The screen capture below shows the Expense GL Account was selected for Line 1.
    
    
    Note: Click here to view the above image in full screen. 
    
    
13. When all of the fields in the Final Results and on the table have been updated, as necessary, click Approve File. The button changes to File Approved.
    
    Note: If a required field, such as the Expense GL Account is missing from a line, an error message will display. The button will not change to File Approved until the required field has been added. Also, to the right of the Approve File button, click the Ellipsis to reject the file, if necessary.
    
    Note: Any mapping/changes that you made to update fields in the Final Results panel and/or the information in the table such as Expense GL Account, GLAV 1-4, etc.(once the invoice is posted), the system will remember the changes for future invoices. That way, you will not have to continue to make the same modifications. It will become a smooth process to review and approve files for automatic import into Accounting Seed on the related Payable record. Additionally, once the data is imported into Accounting Seed, you can edit it in the Advanced Line Manager on the Payable record, if necessary. However, if something was incorrect about the way the document was captured, if you want that information to be predicted correctly for the Vendor the next time (such as the location of a date field), you will need to make the correction in the Invoice Capture Review screen.
    
    Note: If you need to make changes in the Invoice Capture Review screen after the file has been approved, unapprove the file by clicking the Ellipsis that displays to the right of File Approved, and click UnApprove File. Then, make changes, as necessary. After completing any additional changes, click Approve File again. Updates/changes will be reflected on the Payable/Payable Line(s) in Accounting Seed. 
    
    
14. Once the File Approved button displays, refresh the Payable record in Accounting Seed. The Payable Lines will display in the same order as they appear on the invoice.
    
    Note: Click here to view the above image in full screen. 
    
    Note: If an issue occurs during the syncing process with the captured results and importing the information into Accounting Seed, and you have activity reminders turned on in Salesforce, a message will display in the top right section of the Payable record. Additionally, a Task will be created with details about the issue. Click the All Activities tab to review the Task.
    
    Note: You can click Invoice Capture Review again to return to the AI Invoice Capture results. Then, if you want to make additional changes, unapprove the file (as mentioned above). Make any necessary changes. Then, approve the file again. Updates/changes will be reflected on the Payable/Payable Line(s) in Accounting Seed.
    
    
15. From here, continue normal processing for the Payable record. 

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Capture an Invoice using the Default File

If you have an invoice at a location on your system that you want to go through the AI Invoice Capture process, you can import the invoice using Upload File. For example, you might have a Payable with the Payable Lines already added. However, the Vendor sent another invoice with some adjustments. You can upload the new file, and set it as the default. On Vendors that have not been set to be excluded from the capture process on the Account record, setting the file as the default will automatically start the AI Invoice Capture process (if the Auto-Capture Payables setting was turned on).

Note: Dates on the Invoice Capture Review screen display in YYYY-MM-DD format. Additionally, if you manually enter a date such as Issue Date or Due Date in the Invoice Capture Review screen, it must be entered in the YYYY-MM-DD format.

1. Select the Payable for which you want to upload a file.
2. Scroll down to the Related Documents carousel, and click Upload File.
3. Click Upload File again to navigate to the location of the file, and select it.
4. When the file uploads, click Done.
5. If more than one file displays in the Related Documents carousel, select the new file and set it as the default.
   
   Note: If only one file displays in the carousel, it will automatically be set as the default file. Additionally, if the Auto-Capture Payables setting is turned on (and the Vendor has not been excluded), the Invoice Capture process will automatically start. When the Invoice Capture Review button displays enabled (indicates the file was successfully captured), click it to review the captured results.
   
   
   
   The message below displays based upon the Auto-Capture Payables setting being enabled in the Enablements screen.
   
   
   
   Clicking “Yes” sets the new file as the Default File, and starts the AI Invoice Capture process automatically. Additionally, clicking “Yes” will result in existing values on the Payable (that are part of the capture process) being overwritten and all existing Payable Lines will be deleted so that the AI Invoice Capture process can bring in the new information from the invoice file that was uploaded.  Clicking “No” will set the default file, but the auto-capture process will not start.
   
   Note: The auto-capture process will start if the Vendor was not excluded from auto-capture.
   
   If the Auto-Capture Payables setting is disabled, the message below displays.
   
   
   
   Clicking “Yes” sets the new file as the Default File, and starts the AI Invoice Capture process automatically. Additionally, clicking “Yes” will result in existing values on the Payable (that are part of the capture process) being overwritten and all existing Payable Lines will be deleted so that the AI Invoice Capture process can bring in the new information from the invoice file that was uploaded.  Clicking “No” will set the default file, but the auto-capture process will not start.
   
   
6. If you want to continue, click Yes. This will automatically start the AI Invoice Capture process.
   
   Note: You can refresh the page to check the Invoice Capture Status field to determine when it changes from Pending to Success. This should only take a few minutes. When this field displays with Success, the Invoice Capture Review button will display enabled.
   
   Note: The Invoice Capture Review button displays dynamically based upon AP Automation being enabled. 
   
   
7. Click Invoice Capture Review. The AI Invoice Capture results display.
   
   Note: The capture process with results in the Final Results panel is not complete until grid lines (boxes) display around the invoice. Refresh the page to see the grid lines around the invoice with the Final Results displaying. Additionally, the “Processing Image” message might display in the Final Results panel on the right. Again, you can refresh the page to see captured results.
   
   
   
   
8. To make changes to the captured data and approve the file, follow the steps in the previous section (Capture an Invoice using Email to Payable) beginning with step 5.  

Capture an Invoice using the Capture button

If you have a Vendor with the Exclude Payables from Auto-Capture checkbox selected on the Account record (or the Auto-Capture Payables setting was not turned on), but you want to include a Payable for this Vendor in the AI Invoice Capture process, this can be done using the Capture button.

Note: Dates on the Invoice Capture Review screen display in YYYY-MM-DD format. Additionally, if you manually enter a date such as Issue Date or Due Date in the Invoice Capture Review screen, it must be entered in the YYYY-MM-DD format.

1. Select the Payable for which you want to upload and capture a file.
2. Scroll down to the Related Documents carousel, and click Upload File.
3. Click Upload File again to navigate to the location of the file, and select it.
4. When the file uploads, click Done.
5. Once the file has been uploaded, click Capture to start the AI Invoice Capture process.
   Note: The Capture button displays dynamically based upon AP Automation being enabled. 
   
   The message below displays.
   
   
   
   When the file that you upload is the default file and the only one that displays in the Related Documents carousel, clicking “Yes” automatically starts the capture process. Additionally, clicking “Yes” will result in existing values on the Payable (that are part of the capture process) being overwritten and all existing Payable Lines will be deleted so that the AI Invoice Capture process can bring in the new information from the invoice file that was uploaded. 
   
   Note: If more than one file displays in the carousel, you will need to set the default file to start the capture process.  
   
   
6. If you want to continue, click Yes. This will automatically start the AI Invoice Capture process.
   
   Note: You can refresh the page to check the Invoice Capture Status field to determine when it changes from Pending to Success. This should only take a few minutes. When this field displays with Success, the Invoice Capture Review button will display enabled.
   
   Note: The Invoice Capture Review button displays dynamically based upon AP Automation being enabled. 
   
   
7. Click Invoice Capture Review. The AI Invoice Capture results display. 
   
   Note: The capture process with results in the Final Results panel is not complete until grid lines (boxes) display around the invoice. Refresh the page to see the grid lines around the invoice with the Final Results displaying. Additionally, the “Processing Image” message might display in the Final Results panel on the right. Again, you can refresh the page to see captured results.
   
   
8. To make changes to the captured data and approve the file, follow the steps in the previous section (Capture an Invoice using Email to Payable) beginning with step 5.  

Post Capture Review

After the captured results have been approved and exported into Accounting Seed, review the following:

• The Accounting Period to make sure it is accurate based upon the Issue Date. Update the Accounting Period on the Payable, if necessary.
• If using foreign currency, review the Currency Conversion Rate to make certain the rate is correct. This field is not available in the Invoice Capture Review screen.
• If the Payable is associated with a Fixed Asset, Purchase Order, or a Recurring Payable, review for accuracy and remove or update the associated records, if necessary.
  Note: When re-capturing a Vendor invoice, these fields will not be cleared as part of the re-capture process.

Amortization Entries with AI Invoice Capture

If you need to re-capture Payable Line details from the Invoice Capture Review screen after a Payable has been amortized, unpost and delete the Amortization Entry records. Then, re-capture the Payable Lines, if necessary.

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Spring '25 Release

Release Notes and Schedule

This article is new with the Spring '25 release.