Feature in Beta
This feature is currently in Beta and the below information and instructions may vary at any time as the feature is still a work in progress.
Not a Beta tester?
If you would like to try this feature out before it's officially released, please go to our Product Portal and click the Beta tab > AI Bill Scanner.
Paid Add-On
Once this feature is completed and released in AroFlo, it will be a paid add-on and information about pricing will be listed on our pricing page.
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.
Use case
This feature might be useful if you want to use our supplier invoice import feature but some of the suppliers you generally use for purchasing are unavailable for Invoice import.
Set Up
When using this feature in Beta, you will not need to enable it in AroFlo as we will provide you access to it.
Once this feature is completed and released in AroFlo, you will need to enable the feature either via the Billing Portal or via Site Admin > Add Ons > AI Assisted Features.
Billing Portal
Site Admin Add Ons area
Bill Upload Setup
Beta considerations
- When using this feature in Beta, you will need to do this step for every supplier invoice you upload. Once this feature is completed though, you will only need to do these set up steps once for each unique supplier.
- When using this feature in Beta, only single page supplier invoices will work once uploaded. Once this feature is completed though, multiple page supplier invoices will be supported.
- Once your items have been mapped, you need to refresh the screen to see your resulting purchase order items and created bill. Once this feature is completed, you will not need to do this.
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:
-
Create your purchase order and fill out the order details as necessary
Alternatively, you can create the order using AroFlo Field.
- When it's time to add your items, click the Bills tab > Upload Bill.
- Either drag your invoice from your file explorer into the popup window that appears or click Upload Bill to select the file.
- 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 click Upload once done. See the below section for more information.
- Click View Bill to open the Bill that was created, or alternatively, click Done to return to your order.
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 finalised. 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.
Next Steps
Once your supplier invoice has been uploaded, this will populate your line items onto your purchase order, create a bill for you, 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.