Invoice AI
Scale invoice processing with high-accuracy AI that adapts to your vendor formats without manual template setup
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Scale invoice processing with high-accuracy AI that adapts to your vendor formats without manual template setup
Last updated
Was this helpful?
Invoice AI is the latest version of OCR and Invoice Scanning available on SuiteApp. Existing customers on bundle should refer to our older guide.
Automate’s dashboard is your central hub for managing Vendor Bills and other payable transactions. The dashboard can be accessed via SquareWorks > Automate > Bills > Dashboard.
When viewing the dashboard the following reminders are available:
Bills To Review: Number of bills ready for review that have been uploaded and scanned via OCR.
Bills To Submit: Number of vendors bills to be submitted for approval.
Bills To Approve: Number of bills waiting to be approved by any approver.
The following graphs are available:
Bills Scanned: The number of bills per month that have been scanned via OCR.
Bills Created: The number of bills reviewed and created per month.
The following actions are available on the left-hand menu:
Inbox: Upload PDF of bills and review queue of bills uploaded but not reviewed.
Automate allows for multiple bills to be uploaded through drag and drop or email attachments through your Bills Inbox. Bill inbox can be accessed by going to SquareWorks > Automate > Bills > Inbox. You can drag and drop a pdf into your Bills Inbox or press the Upload Invoice button in the top right corner
When uploading a bill, please be aware of the following restrictions:
Only PDF files are supported. Non-PDF files attempted to be uploaded via email or drag and drop will not be uploaded to NetSuite and will not be visible in the inbox.
PDF files must be less than 10mb.
Up to 20 PDFs can be attached per email.
Only the first 15 pages of a PDF will be scanned to extract information. Additional pages are not scanned but will still be visible in the NetSuite UI. If the document contains multiple bills, only the first bill will be used to extract information.
Log into NetSuite using a role with access to create Vendor Bills.
Go to Squareworks > Automate > Bills > Inbox
Drag and drop one or more PDF documents onto the screen
Wait for the documents to be scanned, the blue loading bar will reflect the upload progress
Email one or more PDF attachments to your NetSuite account’s dedicated email provided by Automate. This email address will be provided during the implementation process.
PDFs attached will appear in the Bills Inbox automatically. Up to 20 PDFs can be attached per email.
Employees can open the Bills Inbox by going to SquareWorks > Automate > Bills > Inbox
Any PDF that has been uploaded (either via drag and drop or email) will appear in the Bill Inbox. The documents will remain in the inbox until a Vendor Bill has been generated or they have been manually removed.
To change filters, press Filters to select criteria. The Inbox be filtered by Owner, Upload Date, Status, Vendor Name, and Subsidiary. You can also sort each column in descending or ascending order by pressing the column name. When a filter is active, a number will appear to display how many filters are active. You can clear filters by pressing Clear at the bottom of the filter pop-up.
When viewing the inbox you can take one of the following actions for each bill:
View Document: Clicking on the document name will let you view the original document that was uploaded.
Remove from Inbox: If you'd like to remove a previously uploaded bill, press 'Remove' in the column on the far right.
Note: all reviewed bills will automatically be removed from the Inbox, this option is to manually remove bills that don't require review.
Document: The name of the document uploaded. Clicking on the document name will let you view the original document that was uploaded.
Owner: The name of the employee who uploaded the document (either via drag/drop or email). Owner will show “System” if Vendor sends a bill directly to the NetSuite email, or if the sender does not have an employee record in NetSuite. The owner can be changed by clicking on the document name > Custom > Created By Field, or by setting up an OCR rule as an Administrator.
Date Uploaded: The date/time the document was uploaded.
OCR Status: The status of the OCR upload process.
In Progress: The document is still being scanned and will be ready in a few minutes (up to 15 minutes for bigger uploads). The browser will refresh after the documents have completed upload, alternatively you can manually refresh your browser
Complete: The Invoice Scan is complete and is ready for a Vendor Bill to be created.
Failed: There was an issue scanning the document. Vendor Bills can still be created for invoices with this status; however, the Vendor Bill form will not be automatically populated. Failed scans do not count against your monthly usage.
Not Enabled: OCR scanning is not enabled and is ready for a Vendor Bill to be created. Not Enabled will be shown if OCR is disabled or you have exceeded your OCR monthly limit (which can be optionally defined in Invoice AI Advanced Settings)
Vendor Name: The name of the vendor extracted from the document. If a vendor is found in NetSuite, the Vendor Name column will display the actual vendor’s name from NetSuite (not the extracted vendor name from the document). The following logic is used to lookup a vendor, in priority order (stops at first one that applies):
Select a vendor based on applicable rules (see section on rules within this guide)
If a matching PO can be found, select a vendor based on the related PO.
Search prior uploaded documents with the same extracted vendor name and bill subsidiary. Use the most recently uploaded invoice document to select the vendor from the document’s associated bill.
Search for vendors based on the extracted vendor name and subsidiary.
Subsidiary: Subsidiary associated to the document. This only applies for one-world accounts. If no subsidiary can be determined, this field will be empty. The following logic is used to lookup a subsidiary, in priority order (stops at first one that applies):
Select a subsidiary based on applicable rules (see section on rules within this guide)
If a matching PO can be found, select a subsidiary based on the related PO.
Search prior uploaded documents with the same extracted bill to name. Use the most recently uploaded invoice document to select the subsidiary from the document’s associated bill.
If the vendor was looked up by searching prior documents uploaded (see logic above for Vendor Name), select the bill’s subsidiary.
If the vendor was defined via a rule or looked up by name, default to the vendor’s primary subsidiary.
Use the Default Subsidiary defined in Invoice AI Advanced Settings.
Invoice Number: The invoice number extracted from the document.
PO Number: Purchase order number extracted from the document.
Invoice Date: The invoice date extracted from the document.
Invoice Total: The invoice total amount extracted from the document.
Remove: A link that will remove the invoice from the inbox without creating a Vendor Bill.
Once a bill has been uploaded, it needs to be reviewed before a Vendor Bill is created.
The Vendor Bill Data Capture Screen provides a split-screen view of the PDF document and the Vendor Bill form:
If the bill was uploaded via email, you can also see a copy of the email details by pressing View Email on the Vendor Bill form:
The Vendor Bill form on the right is the same form that would be used if you were to create a Vendor Bill manually in NetSuite. However, Invoice AI will automatically populate the form based on information extracted from the invoice.
Once you have reviewed the auto-filled Vendor Bill and made any adjustments, press Save to create the Vendor Bill. Saving the Vendor Bill will remove the document from the inbox.
When saving a Vendor Bill, Automate’s 3-Way Match will automatically check for variances if the Vendor Bill is associate to a PO (learn more here: Real-Time 3-Way Match).
When a Vendor Bill has been saved, it will need to be routed for approval before it can post to the GL or be paid. Automate’s Approval Automation is used to route your Vendor Bills for approval (learn more here: Submitting Records for Approval).
When invoices are corrected in the review bill process, Invoice AI will remember the change. Invoice AI will distill the underlying business logic and apply the learnings to future invoices as soon as the next invoice scan. This auto learning happens in the background and no additional configurations are required. Auto learning is applied to a variety of fields at the header level (including vendor name, date, subsidiary, invoice number) and at the line level (including department, location, class, and other custom fields). All applications of auto learning are specific to the vendor so that Invoice AI can draw insights and apply learnings per vendor.
Invoice AI has many different configuration options that allow you to adapt to a wide variety of invoice templates. This includes AI Directions that allows administrators to create rules using natural language. Refer to our configuration guide for more information.
Add Notes: You can add notes by pressing the sign on the Notes column. Documents that have existing notes will show up as a icon. You can hover over this icon to see existing notes.
