What it does

When an invoice is first read from a poor scan, fields can come out wrong or missing. Once a better copy has been added to the Record, this Add-In lets the user read the invoice again with AI in one click. It clears the old line items, reads the Document open in the viewer, and fills the Record's invoice fields with the new results.


The AI Invoice Extraction action is available only when your DocMgt license includes AI and a monthly limit for workflow AI has been set. If the action is shown as unavailable, ask your DocMgt provider.


Settings

  1. Create a new Add-In and name it something like Re-Read Invoice.
  2. Under General Settings, set Type to Actions Only.
  3. Under Where/When to Show, turn on the Record location, use Record Types to limit it to your invoice Record Types, and leave the option set to Add-In will have OPENED Document available to it.
  4. Set the option to Add-In will refresh the Record/Viewer screen after running. Without it the new values are saved but not shown until the Record is opened again.
  5. Under Confirmation Prompt, add a warning such as "Read this invoice again? The invoice fields and line items will be replaced with what is read from the Document open in the viewer."


Actions

Add these actions under Record Actions, in this order.


1. Delete Line Items

Set Line Number to -1 to remove every line item, and turn on Commit Immediately. This clears the old lines so a new read with fewer lines does not leave the extra old lines behind.


2. AI Invoice Extraction

  • On the Document(s) tab, turn Active Document on, so the Document open in the viewer is the one read.
  • Leave Pages to Send blank to read every page, or enter the pages that hold the invoice, such as 1-2, to save time and cost on long Documents. Anything on a page that is not sent is not read.
  • On the AI Level tab, leave Quality at Balanced unless your invoices are unusually hard to read.
  • Copy any Extra Instructions and Date Format settings from the action your workflow normally uses to read invoices, so the results match.


3. Invoice Indexing

Set it up the same way as in your normal invoice workflow. AI Invoice Extraction reads the invoice; Invoice Indexing is what places the results into the Record's own fields and line items.


If your normal invoice workflow already does steps 2 and 3 in an Action Set, you can use a single Run Action Set action instead, after the Delete Line Items action.


Using it

Add the better copy of the invoice to the Record, open it in the viewer, and click Re-Read Invoice. Confirm the prompt. The Add-In waits while the invoice is read, which usually takes several seconds and can take longer for a long Document, then the Record refreshes with the new values. Check the results before approving the invoice.


Notes

  • Re-reading replaces the invoice fields with what is read from the Document, including fields the invoice does not show, which are left blank. Any corrections made by hand since the first read are lost, so re-read before correcting, not after.
  • Delete Line Items removes all line item fields, including any a user added by hand, such as GL codes. If your line items carry values that do not come from the invoice, leave that step out and remove leftover lines by hand after a shorter re-read instead.
  • Only one invoice is read from each Document. If the Document holds several invoices, split it first.
  • Each click reads the invoice again and is billed again.


NOTE ON (AI): Reading the document with AI consumes tokens and may incur extra fees. Workflow tokens are billed separately from End-User or Admin tokens — check with your sales rep for more information. Please verify all results, as AI can make mistakes.