Intelligent Virtual Assistant: Frequently asked questions (FAQ)

Intelligent Virtual Assistant (IVA) 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
  • Purchase Order (PO) number

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.

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How does Intelligent Virtual Assistant work?

Once documents come into the Inbox, documents that can be processed by IVA will have a Review & Save option instead of the Enter bill option.

Note: Intelligent Virtual Assistant currently only works on PDF, png, jpg, or jpeg type documents. We'll be expanding to other file types in the future.

There will be some pieces of information highlighted on the document card - like vendor name, due date, and amount.

Once Review & Save is selected, you'll be taken to the bill entry screen with fields populated.

You can verify on the Create Bill page if IVA predictions are correct. The bill details will be prefilled for review. Fields touched by the user are excluded from the Intelligent Virtual Assistant results.

You can also upload or drag/drop a new document onto the Create Bill page. The bill details will be prefilled for review. Fields already touched by the user are excluded from the Invoice Recognition results. The Intelligent Virtual Assistant results will be available within 5-10 seconds of uploading or dragging and dropping a document in.

Once you've reviewed or edited the populated fields and entered information that's missing, select Save to create the bill.

Note: IVA won't process ebills, bills sent to you by a connected customer, since we already have all the information for the required fields via the network connection.

What is Quick Save?

If we're confident enough in the IVA-detected details of a bill, you'll see bill details and an option to Quick Save the bill right on the document in the inbox. Select Save to save the bill as is, or select Edit to make changes and save.

What is Click and Capture?

For those documents or fields we aren't able to process or copy to the bill via IVA, 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.

Note: this feature won't be available for screen sizes less than 768px width.

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 IVA, they'll need to be entered manually.

Why did Intelligent Virtual Assistant not read all fields of the bill?

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

Intelligent Virtual Assistant currently works on PDF, png, jpg, and jpeg type documents.

Intelligent Virtual Assistant doesn't currently recognize foreign currency, the amount field will be blank for foreign currency documents processed via IVA.

Can this feature create multiple bills from a multi-page document?

No, Intelligent Virtual Assistant won't create separate bills from a multi-page document.

IVA will read the first page of the multi-page document, then you can save a bill with that page, and any additional pages as needed. Those pages will be removed from the document in the inbox and the rest of the pages remain. You can then use Click and Capture to create bills from the remaining pages.

Is there a limit to how many pages a multi-page document can have for this feature?

Yes, Intelligent Virtual Assistant will trigger on a multi-page document up to 50 pages.