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Invoice AI - Best Practices

Invoice AI works best when invoices are submitted cleanly and uploaded the right way. Use this quick guide to avoid the most common issues.

IMPORTANT NOTE:  Invoice AI does the heavy lifting, but a quick review ensures everything looks right before you finalize. 

DO

  • Upload ONE invoice per file.
  • Group all pages of the same invoice together in a single file.
  • Submit standard Food & Beverage vendor invoices whenever possible.
  • Keep original printed text visible under handwritten edits/cross-outs when you can.
  • Use the purple wand to correct invoice lines (this helps improve future processing).
  • If something looks off, check the AI Issues area (Invoices section) before starting over.
  • If you forgot a page, upload the missing page while the invoice is still in the mapping phase.  In the upload window, the option to Automatically trigger re-processing of complete invoice is unchecked by default. Check that box and click Upload Image, and it will trigger a re-processing of all images of the invoice. This will overwrite any existing edits to the invoice, so make sure you are aware of that before checking this box.




Note - If the invoice is already past the mapping phase you can manually add lines, or delete and resubmit all images together.

DO NOT

  • Do not upload multiple invoices (or multiple vendors) in the same PDF or file.
  • Do not delete an AI-processed invoice and recreate it manually if your goal is to improve AI accuracy (those changes won’t feed back into the model).
  • Do not submit non-Food & Beverage documents (e.g., very large phone bills/utility statements). Note, that AI will still try to process these documents, if it can, but it is prone to making more errors than with standard Food & Beverage invoices.
  • Do not send oversized email attachments or bulk uploads that exceed system limits.
  • Do not expect highly non-standard invoice formats to process perfectly without review—fix with the wand and/or manually upload
  • Do not assume smaller/regional vendors will map perfectly on day one—early corrections help the system learn.

If It Doesn’t Work Like You Expect

  1. Confirm all pages were submitted (especially for multi-page invoices).
  2. If you’re missing a page, upload it—Invoice AI can often auto-match it during mapping.
  3. If a page is ungrouped, review it in AI Issues and assign it to the correct invoice.
  4. Use the purple wand to correct lines (preferred).