Encoding invoices with Autosuggest
Instead of manually filling in various fields, you can save time with Autosuggest for invoice coding. This advanced technology uses artificial intelligence to reduce repetitive tasks. Curious about how Autosuggest can make your digital invoice processing more efficient?
Autosuggest provides invaluable support in processing invoices, utilizing advanced technology. This makes your process less error-prone, saving time, effort, costs, and frustration. Learn more about how Autosuggest works on this page.
Prefer watching a video with all the necessary information? Check out the theme webinar (Dutch spoken) on Autosuggest.
What Does Autosuggest Do?
Autosuggest uses artificial intelligence to propose bookings based on historical data. The software learns from how you personally code invoices and accepts or rejects suggestions. Digital invoice processing becomes even better! For instance, the field for a ledger account where an invoice should be booked changes color, indicating it's a suggestion. This suggestion can still be manually adjusted if necessary.
How does It Work?
- Opening an Invoice
When an invoice is added to the 'Coding' menu, Autosuggest checks if any fields for this invoice (and associated invoice line(s)) are left empty. If a field remains empty, such as when no default value is set, Autosuggest fills in a suggestion based on historical data (up to 1 year old). This suggestion is based on previously exported invoices. When you open an invoice for coding, you'll immediately see the yellow fields that Autosuggest has filled in for you (with the 'Autofill' option). Or you can view the suggestions in a dropdown menu for fields where only suggestions are made (with the 'Suggestions only' option). Note that Autosuggest only attempts to fill in the initial coding. It doesn't recalculate for subsequent fields with each additional manually filled value. Once all required fields are filled, you can proceed to the next step.
- Send
When you're sure everything is correct, you can send the invoice.
- Export
Invoices are exported once they are approved and verified. The exported invoices are used to further improve Autosuggest with regard to suggestions. The more a specific combination is made during the booking process, the more certainty there is that a particular suggestion is correct.
Can Autosuggest Make 'Wrong' Suggestions?
Yes, Autosuggest can make wrong suggestions, especially if the software hasn't had much time to learn. To address this without constant manual adjustments, you have two options:
Automatic Fill: As explained above, Autosuggest will attempt to automatically fill in suggestions. If there's a wrong suggestion, you can correct it, and over time, Autosuggest will offer a different suggestion or leave the field empty if the certainty becomes too low.
Suggestions Only: You can choose to only show suggestions without automatically filling in the field. This way, you don't need to make corrections, and you can make your own choice. Autosuggest learns quickly, and the suggestions will improve over time.
What If I Never Want a Suggestion for a Specific Field, like 'Organizational Units'?
You can disable individual fields. For example, if a certain value has no standard, and Autosuggest is struggling to make accurate predictions, you can choose to disable that specific field. This flexibility ensures that Autosuggest caters to your organization's needs.
Statistics on the number of correct suggestions made by Spend Cloud are tracked in your environment. This allows you to see the percentage of correct suggestions per field. Based on these statistics, you can make informed decisions about the settings of your Spend Cloud, tailoring the technology to work best for your organization.
Autosuggest: Flexible Support for Digital Invoice Processing
Benefits
- Time savings through a more efficient workflow.
- Time savings by reducing errors in the process.
- Cost savings due to time efficiency.
- Working with future-proof and innovative software.
- Fewer manual tasks for application administrators, as this approach requires less maintenance (e.g., updating templates is a thing of the past).
- Optimizing invoice processing becomes simpler and more accessible.
- Less frustration as the software better aligns with your organization's workflow.
How to Activate Autosuggest
You can activate Autosuggest via the menu 'Application Management / Invoice Processing / Autosuggest Statistics,' as explained in the relevant article about this menu. The recommendation is to start with 'Suggestions Only' and enable all fields. Once you've gained enough experience with suggestions and want fields filled in automatically, you can consider 'Automatic Fill.'
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