With NeosAI, users can extract essential information from an invoice. Extracted data will be displayed in the Fields tab on the Document Detail View and can be used to create separate or combined Value entries. Only file formats of JPEG, PNG, and PDF can be used to extract invoice data.
NOTE: You must have at least Enabled permissions to Accounting > Accounting Tab, Add permissions to Case > Value Tab, and Enabled Special Permissions to NeosAI.
To bulk add Value entries from an invoice:
Navigate to the Accounting Tab from the left navigation pane.
Select the Value Tab and click the Add from file… AI dropdown.
Select the Add from Invoice AI option.
Upload the invoice by dragging and dropping the file or clicking Browse to locate the file.
When the image file has been added, click the Upload button. The file will be uploaded to your firm's SharePoint in an unfiled documents folder within Clouddocs > CaseFiles > To Be Filed. These unfiled documents have not yet been linked with a case and cannot be opened from Neos until the workflow is complete.
NeosAI will analyze the invoice to extract the relevant Value details.
The Analyze with NeosAI window will display showing the extracted invoice entries. Two new columns are present when performing this process from the Accounting Tab > Values: Case and Party. Select the Case number that should be used with each line item. Once a Case has been selected, select the associated Party.
If assigning to the same case, select the checkboxes for each entry and use fields above the grid to set values for all selected records. Only enter data into the fields that should be replaced with your selection. Click the Apply button to have your selections copied to each selected entry. The section above the grid will then be hidden.
Each extracted invoice entry will display as a separate line item, which will create separate Value records for that Case.
Select the "Create One Value Entry Per Record" slider above the grid to combine all separate invoice records into one Value entry. The window will refresh, showing a single entry with a new total in the Amount field.
NOTE: When combining invoice records, the Description field will be blank by default. The Amount field will default to the Invoice Total.
a. If there is no total, the field will add the Subtotal, Tax, and Tip amounts.
b. If any of these are blank, data in the Amount field of each line item will be combined.
Extracted data from your invoice will be populated into the Value Code, Date, Amount, Party, Provider, and Description fields.
Value Code - Set each Value Code using the dropdown of your firm's list of active codes from the Value Codes Mini Directory. Value Code is a required field for each entry. Value Code will be blank by default.
NOTE: When TIME is set as the Value Code, a time entry will be created showing Rate = Amount and Time Spent = 1 hour. Ensure that the Staff bill for time slider is on (Staff Profiles > Time & Billing).
Date – Display the date from the extracted invoice for each item.
Amount – Displays the value of each invoice entry.
Party – Use the dropdown to single-select a Party once the Case has been set. Party is a required field.
Provider – Displays the Provider from the extracted invoice for each item. Although the Provider is listed from the invoice, you must use the Contact Search field to locate or add that Provider in Neos. When adding a new Provider, a new window will display where you can enter their information without having to leave the current screen. Once saved, the Provider will automatically populate this field. Provider is a required field.
Description – Contains text about the entry from the extracted invoice.
Individual invoice records can be deleted by clicking the trash can icon. Confirm your intention by clicking Yes on the Delete Value warning message.
The Reset Changes button will abort all of your changes on this window. Clicking Yes will reset the Analyze with NeosAI window to its original view.
9. When Save is clicked on the Analyze with NeosAI window, the Accounting > Value view will refresh to show the newly created Value entries or combined entry. Single-click to view a preview of the Value item or double-click to open the detail view in the Value tab of that Case.
10. The following fields of the Value detail view are mapped from the Fields tab of the extracted invoice. Any changes made to these fields on the Value record will NOT sync to the Fields tab of the uploaded and extracted document.
• Amount – Displays data from the Amount field.
• Provider – Displays data from the Vendor Name field.
• Memo – Displays data from the Description field AND text added to the Description field.
• Service Dates – Displays data from the Invoice Date field.
• Reference 1 – Displays data from the Product Code field.
