To access the keyboard shortcuts menu, press the ‘?’ because you "have questions". A prompt will appear with a list of all the keyboard shortcuts.

For invoices that do not have an invoice date listed, you should instead use the invoice date as the invoice number, specifically in the format of "mmddyyyy". This is also the format that Vic.ai predicts when the AI doesn't detect an invoice number.
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E.g. "July 4, 2021" would be "07042021"

If there are several invoices for the same date and vendor, add an increment to the end of the invoice number like "07042021-1" , "07042021-2" and so on.

To see more than the default 20 invoices, you'll need to click the 'Load More' button at the bottom of the screen to load another 20 invoices.

If the file you uploaded is missing AI predictions, if the source file was a spreadsheet it was likely too large.

It is highly recommended that the print area for spreadsheets correspond to a single page (8.5" x 11"), as larger amounts of data may be too much for the AI to process which would result in no AI predictions being made.

For full information, read the article.

Use our Views functionality to select Approved invoices, with the desired Sort and any other filter options, and save it as a Custom View for future reference!
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Yes, using the Deleted invoices Filter Option. For more information, read the article!

Yes, you can search for deleted master data. It will show historical invoices with this coding, even when those options are no longer selectable for current invoices.

If a value, including but not limited to Vendor, GL Account, or Dimension, has been deleted in a connected system, that will find its way into Vic.ai in the next sync. You will then be blocked from taking any of the following actions until the value has been updated:

The transferred icon means that your bill has been sent to your connected payables system/accounting system inbox without creating a bill object or a journal entry.

Typically transferring is used to send a document to your connected system that isn't a bill, and it should be attached to an existing bill or a document that you would like to file.

The attachments tab displays all attachments sent into the system. Upon clicking into the 'Attachments' tab, you'll land on the attachments with errors page, allowing the user to view anything that may need to be downloaded and re-uploaded as well as deleting unneeded attachments.  

To send the invoice to Vic.ai, forward it to the unique email address that appears after clicking the green action button, then "Upload".

We highly encourage all emails to be sent to this email address as this is the fastest and most reliable method to ingest invoices!

Additionally, you have the ability to upload a document directly into Vic.ai using the "Browse" button or by dropping files into the box.

To add a supporting document to an existing bill, upload the document into Vic.ai. Upon upload, select the attachment and the correlating bill. Once both are selected, toggle to the bottom left of the screen to the 'More Actions' button and select 'Merge'. The AI will then reprocess the merged document as if it were a single invoice.

Learn how to do this in our Vendor Information Card, which details the "View Recent Invoices" one-click functionality.

Credit invoices are recognized as Credits within Vic.ai. They will be abbreviated as 'Credit'. 

If you have uploaded a vendor credit into Vic.ai, and note that it has been uploaded as an 'Invoice', you can switch the document type in the Type column.

The quickest way to insert a line item is the "i" key, when you have a line item selected. You may also click the blue circle with a white plus sign with the text "Add Line" at the top of the line grouping level.

To add a invoice line in a specific spot, you may click the blue circle with a white plus sign to the left of the line items to add a line item below (or above if on the highest expense line) the selected line.

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The quickest way to delete a line item is the "d" key, or alternatively, use the red circle at the far left of each expense line item.
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​Note: By default, only GROUP lines are posted to your payment system/accounting system, not the individual line items. This is configured on a client by client basis. If you would like to change this setting, please reach out to Customer Support via Chat. 

The quickest way to insert a item line on the PO side, is to click "Add Line" at the top of the line grouping.

The easiest way to delete a line item is to click the red circle with a white X.

We sync vendors, GL accounts, Bill.com approvers, and dimensions automatically once a day. Additionally, you can press the 'Sync' button at the top right corner, to trigger an immediate refresh of that data if your integration supports on-demand syncs.

IBAN is short for International Bank Account Number.

IBAN is an internationally recognized method for identifying an individual foreign bank account in order to make a transfer -- such as paying a vendor. Vic.ai supports IBAN predictions, to learn more please read the full IBAN article.

We are more than happy to get additional clients up and running on Vic.ai. 

Please fill out this onboarding form to initiate the new client onboarding process. Please note that the form is used on a per client basis. For example, if you would like to onboard two clients, you will need to complete two separate forms. 

Upon submission, a team-member will reach out with next steps as soon as we receive your information. 

Alternatively, you can also email onboarding@vic.ai to request new clients be onboarded or reach out to Customer Support via Chat.

This is a setting that is configured on a per client basis. If this is something that you would like turned off, please reach out to Customer Support via Chat, and we will be happy to assist you!

Some characters are not supported by all Connected Systems. Special characters that are likely to have these issues include the following, and not all Connected Systems provide good error messaging. So if there are troubles posting with these values, try removing them and reposting:

This is dependent upon a Configuration setting, that only Company or Organization Admins can access and change.
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It is possible to edit an invoice after it has been approved, but in order to do so, you will first need to have "Enable editing of approved invoices" enabled within the Configuration settings.

Currently, a fully approved invoice cannot be cancelled. If changes need to be made or if you need to redo the approval process, you would need to:

If you share the same approval step with another approver, it's likely the other user 'beat you to it' and has already approved the invoice. At the start of an approval process, a notification is sent to both users. Once the invoice has been approved by either of the assigned approvers, it will then be removed from the Approval tab for all of the assigned approvers.

If you have mistakenly sent out an invoice to the wrong approver, you can easily reassign the invoice to a different approver or unassign the invoice completely. Learn how to do this in our Approving & Rejecting Invoices article.

Approvals are configured on a per client basis. If you are unsure if you requested approval configuration, you can check by going into the 'Invoice' tab. Once in the 'Invoice' tab, navigate to the top row of account classifications/dimensions. If approvals have been enabled for your client, typically, the 'Approval' column will be the third from the left. If you do not see the 'Approval' column on the main header, and you would like to configure approvals for your client, reach out to Customer Support via in-app Chat to get that setup.

In order to prevent double processing or conflicting changes, when a user enters an invoice or selects it for certain actions, an Edit Lock is created. This prevents anyone else from taking actions until they have completed their work.

To remove an edit lock, exit an invoice by using the keyboard shortcut 'ESC' or click the carrot to collapse an invoice. If a user neglects to exit an invoice, Vic.ai will automatically remove the edit lock after 15 minutes of idle user time.