Creating a New Invoice AI Rule

Abstract

Creating an Invoice AI rule in SquareWorks Automate lets administrators enforce prescriptive “if-then” logic during invoice processing — such as assigning a static subsidiary or routing invoices to a specific queue owner based on the sender’s email or document text. By automating these decisions, organizations ensure consistent data entry and eliminate repetitive manual tasks, accelerating approvals and reducing errors.

In this article, you’ll learn how to add, save, and edit or deactivate an Invoice AI rule.

Creating a New Invoice AI Rule

This section explains the step-by-step process of defining a new rule on the Automate OCR Rule List page.

Follow these steps to configure the invoice AI rule as required:

1. Once you are on the Automate OCR Rule List page, click the New Automate OCR Rule button to create a new Invoice AI rule. Clicking on this button will take you to a new Automate OCR Rule page:

   

   

2. Here, the rule relies on prescriptive if-then logic: when the specified condition is met, another action must automatically occur. For instance, if an invoice arrives from a particular email address, you can check the ASSIGN SUBSIDIARY box to route it to a designated entity:

   

   This setup is common for organizations that maintain separate AP inboxes for Subsidiary One and Subsidiary Two, ensuring each invoice posts to the correct subsidiary.

3. Every time we receive an email from one of those different email addresses, instead of trying to determine what the subsidiary is, we do have the logic to do that. You can choose options from the SUBSIDIARY dropdown:

   

   And if you just want to set it to a static value, that would be an example of forcing a behavior based on that if-then logic, probably the most common use case for a rule.

4. Another use case might be assigning a queue owner. So, if an invoice comes from a particular email or the document file contains particular text, it should be assigned to a particular person in the inbox to process, another use case to be used to assign a rule.

5. For example, if the DOCUMENT FILE NAME CONTAINS Michael Johnson, then the ASSIGN QUEUE OWNER dropdown should have Michael Johnson selected:

   

   That is another potential use case with very rigid logic — if this applies, then another action must take place.

6. After making these changes, the next step is to name this rule (e.g., MJ as owner) in the RULE NAME box and click the Save button to apply the changes:

   

   You can always go back in and edit this name later if needed.

Editing or Deactivating a Rule

If you need to change or deactivate an existing rule, follow these steps:

1. To start, hover over the SquareWorks menu, then the Automate tab, and select Settings:

   

2. Next, click the Settings button next to the Invoice AI option on the Automate Platform Features page:

   

3. Then, once on the Invoice AI Settings page, click the Invoice AI Rules option:

   

4. On the Automate OCR Rule List page, you will see the rule you just created listed there. To edit this rule, click the Edit option:

   

5. To make this rule inactive, check the INACTIVE box and click the Save button to apply the changes. The rule will no longer be displayed in the list:

   

   

This concludes the process of creating a new Invoice AI rule in SquareWorks Automate.