Upload bills for automated processing

From the Bills list, you can upload scanned bills and vendor-provided bill documents to have AP Automation create draft bills for you. Upload bills in batches to save time.

Subscription

Accounts Payable

AP Automation

Sage Cloud Services
User type

Business
Permissions

Bills: List, View, Add
Restrictions

Restricted to companies that do not require HIPAA compliance.
  1. In the entity where you want the bills to be created, go to Accounts Payable > All > Bills.

    You can upload bills at the entity level or the top level.

  2. Select Upload.

    The Upload bills pop-up window opens.

  3. Select the default Location to use if AI/ML cannot predict the location for a bill in this batch.

    Typically, AI/ML predicts the location for you. However, if you upload bills from a new vendor with no history, AI/ML uses the location you select here. After AI/ML learns your patterns, it predicts the location and ignores the Location selected during upload.

    Location is optional for single-entity companies.
  4. Choose how you want line items generated for the bills.

    To create detailed bills, select All line items and associated amounts. To create summarized bills, select A Single line item that summarizes the total.

  5. Drag and drop files on to the pop-up window to upload them or select Browse files to select them.

    You can save time by uploading up to 30 bills at once.

    Intacct accepts documents that are:

    • PDF, JPG, JPEG, TIFF, HEIC, or PNG files
    • Unencrypted
    • Up to 20 MB in size
    • Fewer than 200 pages in length

    PDF support excludes:

    • Non-standard PDFs, such as PDFs that include JavaScript or embedded files
    • PDF version 1.4 or earlier
    Intacct cannot process password-protected files.
  6. Select Create bills when you are done adding files.
  7. Select Refresh on the Bills list to show the status of the uploaded bills.

    Intacct creates a bill for each file upload, with the uploaded file attached.

    • Analyzing: Intacct is still processing the document. You can view the attached bill document, but the bill details are not yet populated.
    • Draft: Processing is complete. You can view and edit the bill details. When ready, submit or post the bill.

    The Analyzing state appears for uploaded bills that are being processed. Bills submitted by email appear in the Bills list when the draft is complete.

    To recheck the status of bills that were being analyzed, select Refresh again.

    If you do not see your bills, you might need to allow a little time for Intacct to finish processing. For bills that appear in the list but do not leave the Analyzing state for more than 2 hours, learn how to cancel processing.

    In standard views, the following columns provide more information about automatically generated bills:

    • Source: Shows whether the bill was created from an upload (through the Bills list) or email. If this field is empty, the bill was either entered directly into Intacct, imported using CSV, or imported using an API.

    • Import exceptions: Alerts you to any issues with the draft. Hover over this field for more information.

    • Recipient email: Shows the Sage-provisioned email address where the bill was sent.

    • Sender email: Shows the email address of the sender.

Next step: Review and post incoming bills from AP Automation