Artificial Intelligence (AI): Frequently asked questions (FAQ)

Artificial Intelligence (AI) is a feature that uses advanced technologies like machine learning to extract invoice information from documents in your Inbox. The information we'll attempt to extract is:

• Invoice #
• Invoice date
• Due date
• Vendor name
• Amount
• Payment terms

The information will be pre-filled on the review bill screen and the bill will only be created after you review and accept the information.

Jump to:

• What is Artificial Intelligence (AI)?
• How does Artificial Intelligence (AI) work with bills?
• How does Artificial Intelligence (AI) work with vendors?
• What is Click and Capture?
• What else should I know about this feature?
• Why did Artificial Intelligence (AI) not read all fields of the bill?

What is Artificial Intelligence (AI)?

Artificial Intelligence (AI) is a feature that uses advanced technologies like machine learning to extract invoice and vendor information from documents in your Inbox, or documents you attach to a bill during creation, to help you create vendors and bills faster. The information we'll try to extract is:

• Vendor name
• Vendor email address
• Vendor full address
• Invoice #
  • If there's no invoice number, AI will use the vendor's name + the invoice date as a suggested invoice number, but you can overwrite as needed.
• Invoice date
• Due date
• Amount
• PO Number
• Payment Terms
  • If AI detects a payment term that's different than what you have selected in the vendor's profile, you can edit the term, then you'll be prompted to set a preference for these cases, whether you want the default to be what AI detects, or what's set in the vendor's record
  • If you want to change this later, you can go to Settings > Preferences under Accounting and edit the Payment Term Preference on Bills setting

For details AI isn't able to detect, you can still easily copy and paste them from the document to the bill using Click and Capture

How does Artificial Intelligence (AI) work with bills?

As PDF, png, jpg, or jpeg documents of up to 50 pages come into your Inbox, Artificial Intelligence (AI) will begin detecting details on the document within seconds.

Documents with 1-2, or 21-50 pages

On documents with 1-2, or 21-50 pages, AI will attempt to detect details from only the first page. Select Review and save to fill in missing info and save the bill.

Once you have reviewed or edited the populated fields and entered any information that is missing, select Save to create the bill.

Documents with 3-20 pages

On 3-20 page documents, AI will attempt to detect if there are multiple bills in the single document by comparing vendor name, invoice number and due dates on each page of the document. If AI detects multiple bills, you'll see a notification on the document in the list that says Multiple Bills, as well as a banner on the preview pane.

Notes:

• You'll only see multiple detected bills in List View of the Inbox
• Below the main document you'll see a section with the suggested separated bills listed.
• If a suggested bill is 1-2 pages, you can select quick save, or edit and save.
• On suggested bills over 2 pages, select Enter bill to double check details and save.
• If the detected bill separation is incorrect, select Undo Separation in the document preview. The listed separate bills will be removed, and the main document will remain in the Inbox for you to manually create bills.

Recurring bills

If AI detects a document in your inbox matches an existing recurring bill schedule based on vendor, amount, and invoice date, we'll show a banner that allows you to easily create the recurring bill now, with the related document, as part of the recurring schedule.

If you choose to create the bill right then using the document, the recurring bill for the closest upcoming month/week/day (depending on your setup) will not be created automatically, replaced by the one you manually created.

How does Artificial Intelligence (AI) work with vendors?

AI will automatically pull essential vendor details such as the vendor's address, phone number, the contact's email and any other important information from an uploaded document, and automatically populate the information into a new vendor's record for you to save.

From the Inbox: If AI detects the vendor on a document in your inbox is a new vendor, you'll see a section above the document, giving you the option to create the new vendor. Select Create vendor to open a vendor creation window with the details from the document pre-populated

If AI detects the vendor matches a vendor in the BILL network, we'll give you the option to Connect to vendor. If you select to connect, we'll create the vendor record automatically and send the connection invite. Once the vendor accepts, you'll be able to send ePayments over the network if they've added a valid bank account.

From a manual vendor add workflow: If you start to manually add a vendor, you'll see the option to upload a document (invoice, W-9, etc.) to help populate vendor info. Upload a document and AI will detect vendor info then pre-populate in the vendor record. Edit as needed, make sure all required fields are completed, and save.

What is Click and Capture?

For those documents or fields we aren't able to process or copy to the bill via AI, we have Click and Capture, a feature enabling clickable copy and paste from the document image to the Bill Summary or Expense Details windows to easily complete the bill's basic details from the document.

Simply select text to copy from the bill's document image, then select the field in the Bill Summary or Expense Details window where you'd like to paste the text.

Ways to select text:

• Move your cursor around a block of text;
  • Hover near a single word until the single word is highlighted to select and copy a single word
  • Hover above a sentence until the full sentence is highlighted to select and copy a full sentence
  • Hover above a paragraph until the full paragraph is highlighted to select and copy a full paragraph
  • To manually copy multiple text regions at once, hold down the Command key (for Mac) or the Ctrl key (for PC), then paste in the appropriate field within the Bill Summary window
  • To clear copied text without pasting, right-click or hit escape

Click and Capture also works when quick adding a vendor from the Bill Summary window. You can also click to capture an address from the document and paste into the vendor record for the vendor's address.

Notes:

• This feature won't be available for screen sizes less than 768px width.
• Click and Capture does work on an undocked document
• Click and Capture won't work if a document is rotated

What else should I know about this feature?

Machine learning gets better over time. If we aren't confident with the accuracy of a document, we won't show you any results. Hence, you'll see some documents processed and some that aren't. For documents that aren't processed by AI, they'll need to be entered manually.

Why did Artificial Intelligence (AI) not read all fields of the bill?

Machine learning algorithms will try to predict all required fields for creating the bill. AI will only populate fields that have a high confidence rating.

Artificial Intelligence currently works on PDF, png, jpg, and jpeg type documents.

Artificial Intelligence doesn't currently recognize foreign currency, the amount field will be blank for foreign currency documents processed via AI.