Invoice Automation

Invoice Automation processes invoices sent via email. Forward your invoices to a unique email address, and the system extracts the invoice details, matches them to your budget line items, and updates your actuals.

What’s New

Automated Invoice Processing

Send PDF invoices to your organization’s unique email address. The system:

• Extracts invoice details (amount, date, description)
• Matches the invoice to a budget line item
• Presents the information for review and approval
• Updates your budget actuals when confirmed

AI-Powered Matching

The system analyzes your invoices and matches them to line items in your active budget.

Expense Allocation

When confirming invoices, choose how the expense is recorded:

• Monthly: Record the full amount in a specific month
• Yearly: Spread the expense evenly across 12 months

How to Get Started

Step 1: Generate Your Invoice Email Address

1. Navigate to Actuals in the main sidebar
2. Select Invoice Automation from the submenu
3. Click on the Setup tab
4. Click Generate Invoice Email (requires admin permissions)
5. Your unique email address will be displayed
6. Use the copy button to save it to your clipboard

Note: Only organization administrators can generate or delete the invoice email address.

Step 2: Send Invoices to Your Email Address

Once you have your unique email address:

1. Forward any invoice PDF to your organization’s invoice email address
2. Multiple PDFs can be sent in a single email, and all will be processed
3. You’ll receive an immediate confirmation email when your invoice is received

Step 3: Review Pending Invoices

After your invoices are processed:

1. Go to Invoice Automation in your sidebar
2. Switch to the Invoices tab
3. You’ll see a table with all pending invoices that need review

Each invoice shows:

• Sender Email: The email address that sent the invoice
• Invoice Date: When the invoice was issued
• Description: The invoice title or description
• Amount: The total invoice amount
• Line Item: The specific budget line item (category and name)
• Actual Line Item Month: The month when the expense will be recorded

Step 4: Review and Edit Invoice Details

Before confirming an invoice:

1. Click on any invoice row to open the details

2. Review the automatically extracted information

3. Make any necessary corrections:

   • Modify the amount
   • Change the matched budget or line item if needed

4. Choose the expense allocation type:

   • Monthly: Record the full amount in a specific month
   • Yearly: Spread the expense evenly across 12 months

Step 5: Confirm or Reject

Once you’ve reviewed the invoice details:

• Click Confirm to apply the invoice to your budget actuals

  • The system will automatically update the appropriate line item values
  • The invoice sender will receive a confirmation email
  • The invoice will be marked as confirmed and removed from your pending list

• Click Reject if the invoice shouldn’t be processed

  • The invoice sender will be notified
  • The invoice will be archived and removed from your pending list

Email Notifications

Throughout the invoice processing workflow, relevant parties receive automated email notifications:

For Invoice Senders:

• Receipt Confirmation: Immediate confirmation when the invoice is received
• Processing Failed: Notification if the PDF couldn’t be processed
• Needs Manual Review: Alert when the system can’t auto-match to a line item
• Invoice Confirmed: Confirmation when your team approves the invoice
• Invoice Rejected: Notification if the invoice was declined

These notifications keep everyone in the loop and provide transparency throughout the process.

Best Practices

For Accurate Processing:

1. Use clear, standard invoice PDFs: Well-formatted invoices are easier to process
2. Include complete information: Ensure invoices have date, amount, and description
3. Review before confirming: Double-check the extracted details and matched line items
4. Use consistent vendor names: This improves matching accuracy

For Security:

• Your invoice email is unique and secure
• Only share it with trusted vendors and team members
• Organization admins can delete and regenerate the email

For Team Collaboration:

• All organization members with budget access can review invoices
• Any member can confirm or reject invoices for line items they have access to

Access and Permissions

Who Can Use This Feature:

Organization Administrators:

• Generate and delete the invoice email address
• Review, edit, confirm, and reject all invoices (subject to budget access)
• View all invoices for line items they have access to

Organization Members:

• Review, edit, confirm, and reject invoices (subject to budget access)
• View invoices only for line items they have access to
• Cannot generate or delete the invoice email address

Security Note: The system automatically filters invoices based on your existing budget line item permissions. You’ll only see invoices for line items you have access to.

Supported File Formats

Currently, the Invoice Automation feature supports:

• PDF files only: Ensure your invoices are in PDF format for best results
• Multiple PDFs per email: Send multiple invoices in one email, and all will be processed

Not currently supported:

• Image files (JPG, PNG, etc.)
• Word documents or spreadsheets

Tips for Success

1. Start with a test invoice: Send a sample invoice to verify the email works before sharing it widely
2. Train your vendors: Provide clear instructions to vendors about where to send invoices
3. Regular review schedule: Set aside time weekly to review and confirm pending invoices
4. Keep your budget up to date: Ensure your active budget has all relevant line items for accurate matching