For accountants, there are multiple methods to ingest invoices into Vic.ai, whether scanning via the mobile app, direct uploads, or emailing documents into your companies unique email address. We'll walk you through the web browser methods below.
Ingestion Steps:
Log in and navigate to the Invoices tab.
Click the Action Button - the green button in the bottom-left of the app.
Click the Upload button to access the Upload menu.
Direct File Upload (Method #1)
Drag and drop files directly onto the Upload menu.
OR
Click Browse in order to select file(s) from your computer.
You will see a check mark when a file has been uploaded successfully.
Click Cancel (the red X) to close the menu.
Your page will automatically update with the freshly ingested invoices, if they match your View criteria.
Invoices manually uploaded will be given processing priority over email, we know you probably want to process the invoices ASAP!
Email Ingestion (Method #2)
Each company has a unique email address to receive files.
Click the name to open a prefilled email in your default email application and attach the files to it.
OR
Click the icon to the right of the email address to copy it to your clipboard.
Filtering out Logos/Email Signatures:
To prevent clutter in Vic.ai, for jpg or png in an email, they will be automatically deleted by Vic.ai if they meet these criteria:
The image has:
Width x height < 1,000 pixels and less than 300 characters
Height < 600 pixels and less than 300 characters
If the image has less than 150 characters
Total file size limit per email: 35 MB. If an email has more than 35 MB of attachments, the email will not be processed.
Supported File Types: ✅
PDF
Image files (PNG, JPEG, JPG, GIF, TIFF, TIF). Image files have to meet a certain size. Very small image items are assumed to be logos and are not ingested into Vic.
Doc, Docx (Word family)
XLS, XLSX, XLSM
The printing zone of the spreadsheet is converted to PDF pages. If the ingested invoice displays too much or too little, adjust the printing zone, save it, and then upload the document again.
Make sure that the spreadsheet isn't too wide, a single row of information should appear on a single page (aka make sure a row isn't on two separate pages)
Accuracy is higher if text is on a single line, instead of text wrapping to a second line.
It is highly recommended that the print area 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.
Not Supported File Types (not exhaustive): ❌
Excel CSV and some other spreadsheets
Html emails (invoice is typed text or images in the email body)
Password-protected files
Links to file
Very small image files (assumed to be logos)
Rich text such as .rtf
Text-only such as .txt
Very large files
Unsupported file types, as well as any others that cause an error, will appear in the Attachments tab of Vic.ai. If there are new errored documents, you'll see the number of errored files as a bubble on the Attachments tab. Each attachment will count towards this number for 24 hours, although the attachment stays accessible indefinitely until removed.
The cleaner a document is, the swifter and better the AI can process it. Electronic or machine-readable PDFs are preferred.
Grainy, misaligned invoices or photos of receipts may result in long upload times or potentially in processing issues.
Very Large or Dense Files
Very large files are generally around 100 pages. Smaller page counts can also fail uploading, especially if they are data-rich pages like utility or telecom bills or high-resolution photos. In these instances, as few as 15 pages may fail upload.
If this happens, we recommend removing unnecessary pages and uploading just the necessary invoice pages. Attach supporting documentation directly as needed in the ERP.
Video: Invoice Ingestion
Watch the video below to learn how to get invoices into Vic.ai.