Configure Aide for Invoice Processing
Extract and organize invoice data automatically with Aide AI
If you run a business where partners frequently send invoices and other structured documents to your support email, your inbox can quickly become cluttered, making it challenging for your team to stay on top of important details like due dates and payment amounts.
By configuring Aide to handle invoice processing, you can ensure that key information is accurately captured and the right actions are taken every time, leading to a more efficient workflow and improved customer satisfaction.
What you’ll accomplish
By following these steps, you’ll configure Aide to automatically detect when a customer sends an invoice email, extract the invoice date and amount due, and apply the appropriate tags and fields to the conversation. Once set up, your agents can easily access crucial invoice information, enabling them to take swift action and provide excellent customer service. You can then look into other kinds of documents that may also have structured fields to extract.
Pre-requisites
- Helpdesk integration (Zendesk, Front)
Task outline and guidelines
For this use case, you will:
- Create an Invoice Topic
- Define the Invoice Date and Amount Due Collectable Fields
- Set up a Workflow with conditions for the Invoice Topic that extracts the Collectable Fields
Setting it up in the app
Tip: You can import the Invoice Processing Workflow template to get started quickly. This comes packaged with the necessary Topic and Collectable Fields.
Otherwise, follow the steps below.
Create a Topic
A Topic in Aide helps categorize and organize conversations based on their content. For invoice processing, creating an Invoice Topic will enable Aide to recognize when you receive an invoice in the form of an email message.
- Go to the Topics page and click +create topic
- Name the Topic Invoice and give it a description, such as “Invoice for service is provided with complete details”
- Optionally add 5-10 example conversations that represent how invoices are usually structured (do this if you need to further improve accuracy)
Define the Collectable Fields
Warning: Collectable Fields is currently an alpha feature available to select teams. Reach out for help configuring these.
- Go to the Workflows page and click the Collectable Fields tab
- Click +new field and name it Invoice Date, choose the Date type
- Click +new field again and name it Amount Due, choose the Decimal Number type
Create the Workflow
- Go to the Workflows page and click +create workflow
- Name the Workflow Invoice Processing
- Add the condition:
- Topic is Invoice
- Add the Collectable Fields:
- Invoice Date
- Amount Due
- Enable then save the Workflow
Test it
- Send a test email to your support inbox with an invoice-like message containing mock data for the date and amount due
- Verify that the Invoice Topic was identified in the conversation
- Check that the Invoice Date and Amount Due fields were populated correctly in your inbox app
Next steps
- Provide feedback on the Invoice Topic predictions to help Aide better understand and categorize incoming invoices
- Explore adding more Collectable Fields specific to your invoicing process
- Identify if you receive other kinds of documents besides invoices which could also have fields extracted