AI-Supported Documents — Differences Between Types
The AI works through the same core mechanism for all supported documents, but each document type has its own entry point, specific fields, and some behavioral differences. This guide highlights those differences to help you understand what the system extracts automatically and what requires manual entry.
Sales
Sales Invoices
The entry point is the “Manage Invoices” list under the Sales section. This is the most comprehensive document type in terms of extracted fields — the system attempts to pre-fill the invoice number, invoice date, issue date, client, payment method, salesperson, order source, payment terms, cost center at both header and line level, line items, discount and adjustment, shipping, notes, and any detected custom fields. The following fields are left empty for manual entry: loyalty points, advance payments, already paid amount, and any custom fields the system could not detect.
Sales Orders
The entry point is the “Sales Orders” list under the Sales section. The system extracts the document number, date, client, salesperson, order source, line items, discount and adjustment, shipping, and notes. The Sales Order form does not include an “Already Paid” section or advance payments.
Estimates
The entry point is the “Estimates” list under the Sales section. The system extracts the same fields as Sales Orders: document number, date, client, salesperson, order source, line items, discount and adjustment, shipping, and notes. It is worth noting that the “Apply Offers to Estimates” setting applies automatically to AI-created estimates in the same way it does for manually created ones.
Credit Notes
The entry point is the “Credit Notes” list under the Sales section. The system attempts to pre-fill the credit note number, date, issue date, client, cost center at both header and line level, line items, discount and adjustment, shipping, and detected custom fields. Credit notes are standalone — the system does not automatically link them to the original invoice.
Purchases
Purchase Invoices
The entry point is the “Purchase Invoices” list under the Purchases section. The system extracts the invoice number, date, supplier, line items, discount and adjustment, shipping, and notes.
Purchase Quotations
The entry point is the “Purchase Quotations” list under the Purchases section. The system attempts to pre-fill the document number, date, the “Valid Until (days)” field, supplier, line items, discount and adjustment, shipping, notes, and site-wide custom fields. There is no cost center field on this form, and no “Already Paid” or advance payments sections.
Purchase Orders
The entry point is the “Purchase Orders” list under the Purchases section, and this document type requires the “Purchasing Cycle” app to be activated on the account. The system attempts to pre-fill the document number, date, “Valid Until (days)” field, supplier, line items, discount and adjustment, shipping, notes, and site-wide custom fields. There is no cost center field on the Purchase Order form. Inline ad-hoc key-value custom fields — user-defined per document on the fly — are excluded from AI pre-fill scope because their labels vary freely from one document to another.
Debit Notes (Purchases)
The entry point is the “Debit Notes” list under the Purchases section, and this document type also requires the “Purchasing Cycle” app to be activated. The system attempts to pre-fill the debit note number, date, supplier, cost center at both header and line level, line items, discount and adjustment, shipping, and site-wide custom fields. As with credit notes, debit notes are standalone — the system does not automatically link them to the original purchase invoice. Inline ad-hoc key-value custom fields are also excluded from AI pre-fill scope.
Notes Common to All Types
AIC coins are deducted upon the completion of each document’s processing and logged in the AIC Consumption Report under the relevant document type. Custom fields that the system detects are pre-filled automatically, while undetected ones are left empty. All extracted data can be reviewed and edited before saving. Each document type has a completely independent session pool of 5 active sessions that does not affect any other type.