Welcome to Luca 👋
Follow the below steps to get started:
1. Connect Sources to Luca
These are email accounts or shared drive folders from which Luca can automatically retrieve invoices, receipts and bills 24/7.
Head to the 'AI Fetch' option in the left hand side bar and start to Add Sources.
You can select the start date you would like Luca to begin syncing each source and you can always edit this later. For email sources like Outlook or Gmail you can select the specific folders/labels you want Luca to look at too. Specifically with Outlook, you will notice that Luca adds a label 'processed by Luca' for all emails that have been checked so you can clearly see where Luca has been working.
Currently Luca will only check emails which have an attachment so if a bill, email, receipt is in the body of an email Luca will not pick this up - we're working on launching this feature very soon.
2. Retrieved Bills
Luca will examine all files it comes across in emails and shared folders and then determine if this is a bill, receipt or invoice that we need to process. These bills are then shown in the 'Fetched Bills' table on the 'AI Fetch' page.
Luca automatically handles duplicates based on invoice numbers so receipts and invoices for the same payment won't both be processed.
Once bills are processed they will appear in the 'Bills Inbox' which you can access from the left hand side bar menu. From here, you can download all the bills and pass them onto your accountant / bookkeeper.
3. Connecting Accounting Software
That's great but you can do one better - if you connect your Xero or QuickBooks account to Luca, Luca can extract the data from your bills and even classify the suppliers and account codes automatically with AI before publishing your bills to your accounting software, streamlining your bookkeeping process.
This process works for bills that are fetched automatically by Luca but also for bills, receipts and invoices that you manually upload to Luca. You can also forward emails containing bills (as attachments and within the email body) into Luca so they are processed too.
Head to Business Settings to connect your accounting software and be sure to invite your accountant or bookkeeper to Luca.