Monitoring Invoice Processing

Organisation Admins can view and monitor all emails sent for Invoice Processing to their Organisation. This provides transparency and control over Invoice Processing services, including Smart Invoice Extraction. 

Contents 

• View and Monitor Processed Invoices
• Split Out Invoices 

View and Monitor Processed Invoices

Organisation Admins can view and monitor processed invoices in the Portal. Click the User Icon then select 'Invoice Processing' to go to the Invoice Processing page.




On the Invoice Processing page, Organisation Admins can view the sender's email, recipient's email, subject, time and date received, invoice status, and the Creditor information.

The 'Processing Status' column shows whether an email has been processed.

Click any attachment link in the 'Attachments' column to view the Invoice page in the Document Management System.

The 'Extraction Status' column shows whether Smart Invoice Extraction has finished extracting the data. Smart Invoice Extraction can take up to 24 hours to process an Invoice.

Smart Invoice Extraction is a premium feature that Organisations can opt in to. If the Organisation doesn't have the feature enabled, the 'Extraction Status' column will not be available. 

Search Bar

Organisation Admins can use the Search Bar to find pertinent information for a specific email or emails.

• Search by sender's email to view all emails from a specific sender
• Search by Subject to view all emails with a specific subject
• Search by date received to view all emails received on a specific date
• Search by Organisation to view all emails sent by a specific Organisation
• Search by Processing Status to view all emails for a specific Processing status
• Search by Extraction Status to view all emails for a specific Extraction status

If extraction is enabled for the Organisation, all invoices sent to the account will automatically be processed by the extraction service. All data will be pre-filled before an invoice is sent to the First Approver for review. 

Invoices that are uploaded by Service Providers on the Work Summary page of a Job or that are manually uploaded do not go through the extraction process. 

Accepted File Types

The following file types can be successfully extracted:

• PDF (.pdf)
• Word (.doc, .docx, .rtf)
• Images (.tif, .tiff)

Powerpoint (.ppt, .pptx) and Excel (.xlsx, .csv) files aren't accepted file types, however, the system will try to convert the files to PDF (.pdf). This isn't always successful and depends on the layout of the text and other content.

Split Out Invoices 

A file sent for extraction may contain multiple invoices in one attachment. When this occurs, the system will recognise that the files are separate and automatically generate a list of invoices to be processed. 

There will be multiple versions of the invoice and a corresponding number.

The first attachment link, or the original link, may still have all of the invoices in the attachment, while the rest of the links will only contain the extracted data. 

For more information, please see Invoice Processing, Document and Invoice Permissions and Smart Invoice Extraction.

Organisation Admins should contact us with any further questions regarding this process.