Use our AI Bill Scanner feature to upload an invoice issued to you by a supplier and extract data from it to import your items onto your purchase order and automatically create a bill for your records.

Watch a short GIF

 

 

Set Up

Before using this feature, you need to enable it either via the Billing Portal or via Site Admin > Add Ons > AI Assisted Features.

Billing Portal

 

 

Site Admin Add Ons area

 

 

Bill Upload Setup

The first time you upload an invoice from a supplier, you'll need to map the data found in your uploaded invoice against the relevant purchase order fields:

1. Create your purchase order and fill out the order details as necessary
   

   Alternatively, you can create the order using AroFlo Field.

    
2. When it's time to add your items, click the Bills tab > Upload Bill.
3. Either drag your invoice from your file explorer into the popup window that appears or click Upload Bill to select the file.
4. AroFlo will scan your invoice for relevant purchase order fields and the Bill Upload Setup window will appear. From here, confirm or select the mapping for both the Supplier Invoice Details and the Line Item Details and Continue Import once done. See the below section for more information.
   

   Multiple pages/Bill numbers

   You can also upload supplier invoices that go across multiple pages and/or containing more than one invoice/bill number. See the information below.

    
5. Once the import is complete, click View Bill to open the Bill that was created, or alternatively, click Done to return to your order.

Multiple Bills

If what you're uploading contains multiple bills or invoices, you'll have an additional step to confirm which bills you want to include. By default, all are selected.

 

 

Review Area sections

Supplier Invoice Details

The Supplier Invoice Details area looks at the top of the uploaded invoice and matches the data found with the relevant purchase order details. See Create a Purchase Order - Order Details.

 

 

Line Item Details

The Line Item Details area looks at the bottom half of the uploaded invoice and matches the data found from items on the invoice with the relevant purchase order item details. See Add Purchase Order Items - Line Item Fields.

The AI Bill Scanner will scan the entire invoice (including ones on multiple pages), however, only the first three items will be shown in the review area.

 

 

 

 

 

Map the fields

Match found

If a match has been found for a field, it will display in grey and you do not need to do anything. If you want to change it though, click the dropdown to see what other fields might apply for this field.

 

 

Confirm Mapping

If AroFlo is unsure which data field should be applied for a field, it will display in orange and have an orange warning icon . The name of the field taken from your uploaded bill will be shown within the name of the field (e.g. for the Part Number, AroFlo has found the heading ‘Code’ to match this against). Check this field name as well as the information underneath the line item to confirm it's the right field and click the green tick to confirm the fields match. The field will turn grey to indicate it's been finalized. Alternatively, use the dropdown to find and select a different field which may apply and the field will turn grey.

 

 

Skip field

If an orange field is blank and you don't want to map it, click the green tick to ignore this field from being mapped.

If a field has been found (either orange or grey) and you don't want to map it, click the dropdown and select --None-- to make the field blank.

 

 

Subsequent Imports

If uploading bills for a Supplier you've already uploaded Bills for (i.e. when selecting a Supplier for the purchase order), AroFlo will remember the mapping you chose last time. Confirm the mapping is correct and make any adjustments as necessary (see above) and Continue Import.

Show Supplier field

 

 

Next Steps

Once your supplier invoice has been uploaded, this will populate your line items onto your purchase order, create a bill for you (or multiple bills if your upload contained multiple bills/invoices), and attach a copy of your uploaded supplier invoice to the Documents & Photos tab of both your purchase order and the created Bill. See Create a Bill for further instructions on managing your bill.

See AI Bill Scanner Product Page