Uploading Documents with AI
The system allows you to upload scanned or paper documents and automatically convert them into transactions in the system using AI, significantly reducing manual data entry time. This feature supports a range of documents across both sales and purchases.
Before You Begin
- Make sure you have the permission to create the required transaction type in your assigned role.
- Make sure your account has a sufficient AIC coin balance.
- Each document type has an independent session pool (5 active sessions per type).
Supported Documents
Sales:
Sales Invoices, Sales Orders, Estimates, Credit Notes.
Purchases:
Purchase Invoices, Purchase Quotations, Purchase Orders, Debit Notes.
Purchase Orders and Debit Notes require the “Purchasing Cycle” app to be activated on the account.
Steps to Upload a Document with AI
- From the main menu, navigate to the desired transaction list:
- Sales Invoices: Sales → Manage Invoices.
- Sales Orders: Sales → Sales Orders.
- Estimates: Sales → Estimates.
- Credit Notes: Sales → Credit Notes.
- Purchase Invoices: Purchases → Purchase Invoices.
- Purchase Quotations: Purchases → Purchase Quotations.
- Purchase Orders: Purchases → Purchase Orders.
- Debit Notes: Purchases → Debit Notes.
- Click the “Upload with AI” button at the top of the list.
- Upload the scanned document file.
- The system automatically begins processing the document, extracting line item data, client/supplier, taxes, and other available fields.
- Once processing is complete, the transaction creation form opens pre-filled with the extracted data — review the fields and edit any value if needed.
- Click “Save” to complete the transaction creation.
Data Extracted by AI
The system attempts to extract and pre-fill the following fields automatically for each document type:
Sales Invoices:
Invoice number, invoice date, issue date, client, payment method, salesperson, order source, payment terms, cost center (header and line level), line items (item, description, unit price, quantity, discount, tax 1, tax 2, cost center per line), discount and adjustment, shipping, notes, and custom fields.
Sales Orders and Estimates:
Document number, date, client, salesperson, order source, line items, discount and adjustment, shipping, and notes.
Credit Notes:
Credit note number, date, issue date, client, cost center (header and line level), line items, discount and adjustment, shipping, and custom fields.
Purchase Invoices, Purchase Quotations, and Purchase Orders:
Document number, date, supplier, line items, discount and adjustment, shipping, and notes. Purchase Quotations and Purchase Orders also include the “Valid Until (days)” field and site-wide custom fields.
Debit Notes:
Debit note number, date, supplier, cost center (header and line level), line items, discount and adjustment, shipping, and site-wide custom fields.
Notes
- Fields not auto-filled: Loyalty Points, Advance Payments, and Already Paid in Sales Invoices are left empty for manual entry. Custom fields the system could not detect are also left empty.
- Inline ad-hoc custom fields (key-value fields added manually per document) are excluded from AI pre-fill scope because their labels vary freely from one document to another.
- Credit Notes and Debit Notes are standalone — the system does not automatically link them to original invoices.
- AIC coins are deducted upon processing completion and logged in the AIC Consumption Report.
- Any extracted field can be reviewed and edited before saving — AI accelerates data entry and does not replace final review.