This workflow ensures invoices are captured, validated, and routed correctly without manual double-entry. It solves the common issues of lost invoices, mismatched GL codes, and over-budget approvals by combining OCR automation with clear user checkpoints. The result is faster processing, fewer errors, and accurate budget tracking.This guide explains how invoices are processed using OCR and AI. There are two types of invoices you may encounter:<ul class="accent-bullets"><li>Single-period invoices (cover only one month)</li><li>Multi-period invoices (cover more than one month, require Prepayment Configuration)</li></ul><hr><h3>Step 1: Submitting an Invoice</h3>Use this if you want to process a vendor invoice.<ul class="accent-bullets"><li>Vendors send invoices to the designated company email address.</li><li>The system automatically detects the email and processes the attached invoice.</li></ul>What happens next<ul class="accent-bullets"><li>The invoice attachment is queued for OCR extraction.</li></ul><hr><h3>Step 2: OCR Extraction</h3>Use this to capture basic invoice details.The system scans the invoice and extracts:<ul class="accent-bullets"><li>Vendor</li><li>Invoice number</li><li>Invoice and due dates</li><li>Service period</li><li>Line items, descriptions, and amounts</li></ul>What happens next<ul class="accent-bullets"><li>Extracted data is saved into a new task.</li><li>OCR only captures data. It does not assign GL codes.</li></ul><hr><h3>Step 3: AI-Driven GL Code Mapping for every invoice line item</h3>Use this to assign the right GL code to each line item.<ul class="accent-bullets"><li>A knowledge and AI learning layer automatically assigns GL codes.</li><li>Mapping is based on:<ul class="accent-bullets"><li>Historical invoice patterns</li><li>Vendor and description context</li><li>Continuous learning from user corrections</li><li>Stored budget [table] categories (e.g., fixed vs variable costs, property vs HQ allocations)</li></ul></li></ul>GL Code Assignment Rules<ul class="accent-bullets"><li>The system evaluates each line item against historical mappings for the same vendor or description.</li><li>If a clear match exists, the same GL code is applied.</li><li>If multiple possible GL codes exist, the system uses context (invoice description, category keywords, budget classification) to suggest the most likely code.</li><li>If confident found is less than 85%, then no automated gl code mapping, and the task is flagged for review.</li><li>Every user correction feeds back into the learning model for future accuracy.</li></ul>GL-Based Approval &amp; Assignment Rules Once a GL code is assigned, approval routing is determined by the code:<ul class="accent-bullets"><li>Property Manager → operational categories (e.g., cleaning, waste, pest control)</li><li>Facilities Team → infrastructure/system categories (e.g., HVAC, lifts, fire safety)</li><li>HQ Direct → specified categories requiring central finance approval (dependent on GL code mapping)</li></ul>What happens next<ul class="accent-bullets"><li>GL codes are suggested for each line item.</li><li>You must review and confirm them.</li><li>Any corrections improve future accuracy.</li></ul><hr><h3>Step 4: Reviewing the Task</h3>Use this to confirm details before approval.<ul class="accent-bullets"><li>Open the task.</li><li>Review extracted invoice data.</li><li>Check AI-assigned GL codes and descriptions.</li></ul>What happens next<ul class="accent-bullets"><li>Task remains open until approved.</li><li>Important: Avoid adding multiple line items with the same GL code.</li></ul><hr><h3>Step 5: Budget Validation (Real-Time)</h3>Use this to confirm whether the invoice is within budget.The system compares invoice line items against stored budget files.What happens next<ul class="accent-bullets"><li>Month-to-Date (MTD) check: flags if this month’s spending for the GL code is over budget.</li><li>Year-to-Date (YTD) check: flags if annual spending for the GL code is over budget.</li><li>If flagged, additional approval may be required.</li></ul><hr><h3>Step 6: Multi-Period Invoices (Prepayment Configuration)</h3>Use this when an invoice covers more than one month.<ul class="accent-bullets"><li>Open the invoice line item.</li><li>Complete the Prepayment Configuration form (GL code, service period, recognition method).</li><li>Save the configuration.</li></ul>What happens next<ul class="accent-bullets"><li>All recognition entries (past, current, and future) are generated instantly.</li><li>Values are fixed and evenly distributed.</li><li>Reporting remains accurate without timing errors.</li></ul>Examples<ul class="accent-bullets"><li>$8,000 subscription (12 months) → 12 entries of $667 each.</li><li>$3,000 service (3 months) → 3 entries of $1,000 each.</li></ul><hr><h3>Step 7: Completing the Task</h3>Use this to finalize invoice processing.<ul class="accent-bullets"><li>Review all details.</li><li>Approve the task.</li></ul>What happens next<ul class="accent-bullets"><li>GL postings update using AI-mapped codes.</li><li>Budget vs actual reports update in real time.</li><li>Prepayment recognition entries (for all periods) are already in place.</li></ul><hr><h3>Quick Reference: Invoice Types</h3><table style="min-width: 100px"><colgroup><col style="min-width: 25px"><col style="min-width: 25px"><col style="min-width: 25px"><col style="min-width: 25px"></colgroup><tbody><tr><th colspan="1" rowspan="1">If you want to…</th><th colspan="1" rowspan="1">What to do</th><th colspan="1" rowspan="1">Result</th><th colspan="1" rowspan="1">Example</th></tr><tr><td colspan="1" rowspan="1">Process a single-period invoice</td><td colspan="1" rowspan="1">Review OCR + AI GL codes → approve</td><td colspan="1" rowspan="1">Invoice posted once; budget reports update in real time</td><td colspan="1" rowspan="1">$2,500 utility bill (March)</td></tr><tr><td colspan="1" rowspan="1">Process a multi-period invoice</td><td colspan="1" rowspan="1">Use Prepayment Configuration → save → approve</td><td colspan="1" rowspan="1">All recognition entries created instantly; values evenly distributed</td><td colspan="1" rowspan="1">$12,000 annual license → 12 × $1,000</td></tr></tbody></table><hr><h3>Quick Reference: Budget Checks</h3><table style="min-width: 75px"><colgroup><col style="min-width: 25px"><col style="min-width: 25px"><col style="min-width: 25px"></colgroup><tbody><tr><th colspan="1" rowspan="1">Check</th><th colspan="1" rowspan="1">What it does</th><th colspan="1" rowspan="1">Result</th></tr><tr><td colspan="1" rowspan="1">MTD</td><td colspan="1" rowspan="1">Compares monthly spend for GL code against monthly budget</td><td colspan="1" rowspan="1">Flags task if exceeded</td></tr><tr><td colspan="1" rowspan="1">YTD</td><td colspan="1" rowspan="1">Compares yearly spend for GL code against annual budget</td><td colspan="1" rowspan="1">Flags task if exceeded</td></tr></tbody></table><hr><h3>Key Reminders for Users</h3><ul class="accent-bullets"><li>OCR extracts data; AI assigns GL codes.</li><li>Always review GL codes before approving.</li><li>System continuously checks invoices against stored budget files.</li><li>Prepayment instantly generates recognition entries for past, current, and future periods.</li><li>Do not duplicate GL codes across line items.</li></ul>

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