Advanced Invoice AI Settings
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Now that you have the Invoice AI feature enabled, let’s discuss major settings and how to configure them. Please note that all major configuration options — such as the OCR monthly limit, default line types, PO association, freight/tax capture, email exception notifications, line consolidation, and vendor-specific overrides — are in the Automate OCR Settings once Invoice AI is enabled.
To open the Automate OCR Settings page in NetSuite and configure the Invoice AI settings, follow these steps:
Make sure you are logged into NetSuite with an Administrator role or a role with the necessary permissions.
If you’re coming from the Home page, open the SquareWorks menu, hover over Automate, and select Settings:
The Automate Platform Features page will open up. Under My Features, in the Invoice AI section, click the Settings button on the right:
Because you clicked the Settings button for the Invoice AI feature on the previous page, it will open the Invoice AI Settings page:
From this screen, you have three options: Invoice AI Directions, Invoice AI Rules, and Advanced Invoice AI Settings. To open the Automate OCR Settings page, you will click the Advanced Invoice AI Settings button:
Within the Automate OCR Settings page, you’ll find multiple sections containing configuration options:
These configuration options will be discussed separately in the subsections that follow.
Editing the standard configuration allows you to tailor how Invoice AI interprets, categorizes, and processes invoices. Each organization has unique billing structures, preferred line types (expense or item), and purchase order requirements. By adjusting these settings, you ensure Invoice AI aligns with your specific workflow and maximizes efficiency in your accounts payable process.
The Default Bill Line Type dropdown determines whether non-PO invoices default to Expense or Item lines in NetSuite when it cannot be determined by previous history. This is most common during the first bill entry for a new vendor. Configuring it is essential because different businesses may commonly process invoices as service-based expenses or goods-based items. Selecting the proper default reduces manual adjustments when creating vendor bills, ensuring smoother invoice handling and matching your typical accounting practices.
If you want to automatically classify non-PO bills, go to the Automate OCR Settings page:
To locate the correct configuration area, find the Default Bill Line Type dropdown under the Non-PO Bill Capture section:
Once you’re ready to make changes, click the Edit button to enable editing:
Depending on whether most non-PO bills are for services or products, select Expense for services/fees or Item for products/inventory:
Finally, to apply your preference, click the Save button:
If your organization uses purchase orders frequently, you'll want to turn this on so scanned invoices can be associated to existing purchase orders. Doing so ensures that the invoices and POs remain linked in NetSuite.
If you need to link invoices with their corresponding purchase orders, start by going to the Automate OCR Settings page:
To enable this crucial PO linking, locate the Associate Bills to Purchase Orders checkbox under the PO Bill Capture section:
Once you’re ready to make changes, click the Edit button to enable editing:
Checking this option ensures a Purchase Order dropdown appears on the Vendor Bill form, so you can associate scanned invoices with the correct PO:
The Purchase Order dropdown is important because it lets you directly associate a scanned invoice with the corresponding PO, ensuring more accurate matching, streamlined three-way match verification, and reduced risk of errors or duplicate entries in NetSuite.
Finally, to let Invoice AI properly match invoices to existing POs, click the Save button:
The OCR Email Exception Notification feature lets you assign a specific recipient to receive alerts whenever an incoming email fails to meet Invoice AI’s PDF requirements. Since Invoice AI relies on PDF attachments for accurate scanning, any email missing a valid PDF — or lacking an attachment altogether — cannot be processed. By configuring this setting, you ensure that someone in your organization is promptly notified of these exceptions, preventing invoices from going unnoticed or improperly handled.
Use the steps below to configure OCR Email Exception Notification:
To make sure someone is alerted whenever an email lacks a valid PDF, go to the Automate OCR Settings page:
Next, to access the necessary configuration, scroll down to the bottom of the page until you reach the Advanced Settings section:
Within Advanced Settings, find the OCR Email Exception Notification dropdown:
Once you’re ready to make changes, click the Edit button:
If you’d like a specific person to receive email alerts, select the appropriate employee record or group from the dropdown:
Finally, to ensure notifications are sent out, click Save:
The Consolidate Invoice Lines checkbox determines whether non-PO invoices appear as multiple individual lines or as one summarized line on the vendor bill. This choice lets you either keep detailed information for more granular tracking or streamline the invoice into a single total, depending on your organization’s preference.
To consolidate invoice lines from the Automate OCR Settings, follow these steps:
If you need to control how many lines appear on vendor bills, go to the Automate OCR Settings page:
To locate the relevant option, look for the Consolidate Invoice Lines checkbox under the Non-PO Bill Capture section:
Once you’re ready to configure your line item display, click the Edit button to enable editing:
If you prefer a single summarized line, check the Consolidate Invoice Lines checkbox (or leave it unchecked for detailed entries):
Finally, to apply your preferred approach, click Save:
Line consolidation offers the flexibility to display every invoice line as a separate entry in NetSuite or merge them into a single summarized amount. Each organization’s preference varies, with some valuing detailed line items for reporting, while others only need a total invoice figure. If you have outliers — like legal firms generating extensive itemization — vendor-specific settings let you override the default approach and consolidate or expand lines as needed for those particular vendors.
