Upload files to AI Document Capture

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Review transactions

Post transactions

Upload files to AI Document Capture to automatically generate invoices and credit notes1. You can upload files directly to AI Document Capture or by sending them to the provided email address.

If you have your terminology preference set to non-accounting terms, any mention of Post or Posted in AI Document Capture will be Process or Processed instead.

Open AI Document Capture

Open AI Document Capture in one of three ways:

  • In the Home window, click Apps & Services on the navigation page. On the AI Document Capture tile, click Manage service > Open.
  • Go to File > AI Document Capture > Open AI Document Capture.
  • In the Home window, click Vendors & Purchases on the navigation pane. Click the AI Document Capture icon.

The AI Document Capture window appears, displaying files that have already been uploaded.

Upload files directly

Follow these steps to directly upload files to AI Document Capture:

  1. In the AI Document Capture window, click Upload files.
  2. Under Upload files directly, click Browse files to open your file explorer.
  3. In the file explorer, select the documents and images you want to upload, noting these requirements:
    • While you can upload multiple files, individual files containing multiple transactions cannot be processed (such as PDF bank statements).
    • Files cannot be larger than 20MB.
    • Files must be in PDF, JPG, JPEG, PNG,TIFF, or TIF format.
  4. After you select the files you want to upload, click Open. The files you selected are then displayed in the Upload files window.
  5. Click Upload files to upload the files to AI Document Capture.

Upload files by email

AI Document Capture provides a unique email address you can send files to. Your unique email address is shown at the top of the AI Document Capture window and can be copied from the Upload files dialog. When you or your vendors send files to this email address, they are automatically uploaded to AI Document Capture.

Note these requirements when uploading files by email:

  • While you can upload multiple files, individual files containing multiple transactions cannot be processed (such as PDF bank statements).
  • Files cannot be larger than 20MB.
  • Emails cannot be larger than 40MB.
  • Files must be in PDF, JPG, JPEG, PNG, TIFF, or TIF format.

File upload status

Files that are uploaded to AI Document Capture first show a status of Analyzing in the Status column. To check on the status of uploaded files, click the Refresh button. Once the files have been analyzed, they'll have one of four statuses:

  • Ready to post—The file is ready to post.
  • Review needed—The file requires review before it can be posted.
  • Error—The file is in error and cannot be posted.
  • Upgrade required—You tried uploading a credit note without having a Premium or Quantum subscription.

From here, you can post or review the files that were successfully uploaded.