Process documents from the Inbox

You have multiple options when processing or managing a document in the Bill Center inbox.

Jump to:

Create a new document for a transaction or record
Add document to an existing transaction or record
Add a note or save a document for later
Bills detected by Intelligent Virtual Assistant
Document order and splitting
Reorder document pages on a bill
Delete documents from the inbox
Duplicate documents in the inbox

Create a new document for a transaction or record

You can use documents in the inbox to create new:

Bills

Select Enter bill on the document
Enter bill details
Select pages to attach
Select Save option

Vendor credits

Select More dropdown on the document, then select Enter vendor credit
Enter credit details
Select pages to attach
Select Save

Payments received

Select More dropdown on the document, then select Payment received
Enter credit details
Select pages to attach
Select Save

Note: This will not charge the customer, it is a cosmetic payment record.

New documents for

Company
Account
Customer
Invoice
Payment received
Vendor

Select More dropdown on the document, then select New document for
Select the record type you'd like to attach the document to
Select the record you want to attach the document to
Select pages to attach
Select Save

Add document to an existing transaction or record

You can attach documents in the inbox to existing records or transactions:

Bill
Vendor Credit
Vendor document
Company document

Select More dropdown on the document, then select Add to existing or Add to recent
Select the record type you'd like to attach the document to
Select the record you want to attach the document to
Select pages to attach
Select Save

Add a note or flag to a document

Add a note to a document or save a document to for later to let other users what the document is for, or remind yourself or others that the document needs attention.

Save for later: Select the flag icon on a document to Save for later

Note: Select the note icon, enter your notes, and select Add note.

Saved document notes will transfer to bills you create using the document, but vendors can't see the notes. They are internal to your account only. If you want a vendor to see a note on a bill, add the note after you create the bill and select Visible to vendor.

Bills detected by Intelligent Virtual Assistant

Once the documents start coming into the Inbox, Intelligent Virtual Assistant (IVA) will try to detect and pre-populate some of the information for a bill from the document.

Select Review and save on those documents IVA was able to read to review the bill details we found, edit as needed, and save.

Document order and splitting

Scan multiple invoices for different vendors all at once. Separate them as you create bills:

Select the document you'd like to use in your inbox
- If this a multi-page document and you haven't set a default preference, you'll see a pop up to set your preference to attach all pages by default, or just the first page. You can set your selection to be the default, and this can be changed later.
- You select which pages to include by selecting All or None next to Attach page to include all/none, or check the box per page to select individual pages
- Check Attach page for each page you'd like to include
- Any pages not included will be available to use later
Select the action you'd like to take:
- Select Enter Bill to create a new bill
- Select More, then another option to select Add to Existing bill, New document, etc.
- Select Add to recent to quickly associate one or more pages to one of the last 5 most recently created bills.
Complete bill details (or document, etc.)
Select Save and close, or Save and next if creating a bill
- Select Save and next to save a bill, and the next unassociated page will open in the bill creation window
- If all pages have been associated, the next unprocessed document in your inbox will open

Reorder document pages on a bill

Once you have saved a bill, you can edit that bill and reorder the pages within the attachment if needed:

Use arrows to move selected pages up or down
Drag to re-order the pages
Enter a page # to move the selected page to the right order
Select Apply to see the re-order reflected immediately.

Delete documents from the inbox

When deleting documents from the inbox, we'll ask you to confirm you'd like to delete the item, but you can select not to have to see that confirmation each time if you'd like.

Delete inbox items individually

Select one or multiple items to delete
Select Delete.

Delete inbox items in bulk

Select Select all to check all viewable items in the inbox
Uncheck any items you don't want to delete
Select Delete.

Delete a page from a multi-page document

Enter the page number or navigate to the page with the arrows and select the trash can icon to delete the page.

Delete an attachment

If you have your inbox set to list view and want to delete an attachment from an email with multiple attachments, select the attachment thumbnail and then the trash can icon on the attachment.

Note: All users can upload to the Inbox, but only users with Use Inbox permissions can setup the Inbox, and see or process documents after uploading

Duplicate documents in the inbox

If AI detects a potential duplicate bill or document in your inbox, we'll tag them to let you know, to help avoid accidental double payments. You can still process or delete the documents as needed.

Multiple copies: an exact copy of the same bill/document is already present in the inbox

Select the tag Multiple copies on a document in your inbox to automatically filter the document list to show only the suspected duplicates and easily delete if needed.