Intelligent Virtual Assistant (IVA) is a feature that uses advanced technologies like machine learning to extract invoice and vendor information from documents up to 50 pages in your Inbox.
This feature isn't available on subscription-free Basic accounts at this time.
Jump to:
- What is Intelligent Virtual Assistant?
- How does Intelligent Virtual Assistant work?
- What is Click and Capture?
- What else should I know about this feature?
- Why did IVA not read all fields of the bill?
- Is there a limit to how many pages a multi-page document can have for this feature?
What is Intelligent Virtual Assistant?
Intelligent Virtual Assistant (IVA) is a feature that uses advanced technologies like machine learning to extract invoice and vendor information from documents in your Inbox 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 #
- Invoice date
- Due date
- Amount
- Payment Terms
- If IVA 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 IVA 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
- IBAN # to setup international payments
- IBAN is only detected if:
- The currency on the document matches the currency for the vendor
- The vendor is currently set to offline payments only, not setup for wires
- Only one IBAN is detected on the document
- The IBAN corresponds to a bank when searched
- IBAN is only detected if:
- SWIFT Code to setup international payments
- SWIFT code is only detected if:
- The currency on the document matches the currency for the vendor
- The vendor is currently set to offline payments only, not setup for wires
- Only one SWIFT code is detected on the document
- The SWIFT code is 11 digits, meaning it corresponds to only one bank branch when searched
- If an IBAN # or SWIFT code is detected, we'll also show a banner on the vendor's profile to let you know
- SWIFT code is only detected if:
For details IVA 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 Intelligent Virtual Assistant work?
As PDF, png, jpg, or jpeg documents of up to 50 pages come into your Inbox, Intelligent Virtual Assistant (IVA) 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, IVA will attempt to detect details from only the first page.
Quick Save If we can detect enough reliable information, you'll have the option to edit some pieces of info on the bill, and quick save it right from within the inbox.
Pieces of information detected by IVA will be highlighted on the document card - like vendor name, due date, and amount.
Select Save to save the bill as is, or select a field on the preview bill in the inbox to make changes, and save.
Review and save
If IVA didn't detect enough info on a document for Quick Save, select Review and save to fill in missing info and save the bill.
If you need to create a new vendor for the bill, select Add new vendor. IVA will try to prepopulate the following new vendor info from the document:
- Vendor name
- Vendor email address
- Vendor full address
You can also use an existing vendor by selecting it from the Vendor Name dropdown.
Once you have reviewed or edited the populated fields and entered any information that is missing, select Save to create the bill.
3-20 page documents
On 3-20 page documents, IVA will attempt to detect if there are multiple bills in the single document by comparing vendor name, invoice number and due dates on the pages of the document.
If IVA 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.
Note: You'll only see multiple detected bills in List View of the Inbox
Below the main document you'll see the suggested separated bills listed.
If a suggested bill is 1-2 pages, you can 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.
What is Click and Capture?
For those documents or fields we aren't able to process or copy to the bill or vendor via IVA, we now 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!
Click and capture also works to copy IBAN or bank information from foreign currency invoices to make adding bank info to a foreign vendor easier, while adding it as part of bill creation.
While IVA will only make predictions for a bill from the first page of a document, click and capture will work on up to 10 pages of a document.
Simply select text to copy from the document image, then select the field in the Bill Summary or Expense Details window where you'd like to paste the text. If you select Split this amount, you can click and capture, then paste into those fields as well.
Ways to select text:
- Move your cursor around a block of text;
- hover near a single word until the single word is highlighted to click and copy a single word
- hover above a sentence until the full sentence is highlighted to click and copy a full sentence
- hover above a paragraph until the full paragraph is highlighted to click 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 select the Bill Summary window
- To clear copied text without pasting, right-click or hit escape
Click and Capture also works when adding a vendor from the Bill Summary window.
You can also click to capture an address from the document and paste it into the vendor record as the new 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 the Intelligent Virtual Assistant, they'll need to be coded manually.
Why did IVA not read all fields of the bill?
Machine learning algorithms will try to predict all five (5) required fields for creating the bill. If it can only predict less than five (5) with high confidence, we'll show you those to give you some help with data entry.
IVA currently works on PDF, png, jpg, and jpeg type documents.
IVA doesn't currently recognize foreign currency; the amount field will be blank for foreign currency bills processed via IVA.
Is there a limit to how many pages a multi-page document can have for this feature?
Yes, IVA will trigger on a multi-page document up to 50 pages.
