Assisted Invoice Setup
This article is part of the Invoices section.
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Introduction
Blockworx contains an assisted invoice upload feature based on AI functionality which will enable you to upload multiple invoice files you have generated in an accountancy package in a batch instead of having to upload these one by one against individual jobs or Required Invoices contract work.
To enable Blockworx to do this, it will use a piece of text which will tell it what to look for in your invoices. This will enable it to match each of the invoices you upload against jobs you have already received in Blockworx or Required Invoices for your contract work. You can edit this message to match the content of your standard invoices from your accountancy package.
A key step in Blockworx managing the bulk upload of invoices will be that you include the Job or Required Invoice Reference Number provided by the property management company as part of every invoice you produce for upload.
This article will take you through the steps required to make sure the assisted invoice message is configured correctly for your invoices and is a crucial step in preparing for being able to upload your invoices in bulk.
Locating the Assisted Invoice Setup Area in Your Blockworx Account
- Click on the main ADMIN tab in the Blockworx header area.
- This will take you to the Admin area where you can click on the Assisted Invoice Setup tab.
The Assisted Invoice Setup tab contains the Blockworx Invoice Deposit email address which has been generated for you and also a default AI PDF Processing Message which can be edited to suit the design of the invoices generated from your accountancy package.
Testing and Configuring the AI PDF Processing Message
The AI PDF Processing Message is used to enable Blockworx to pull out the relevant information from each of your PDF invoices. It will then use this information to match your invoices to individual jobs and required invoices in your Blockworx account to save you from going into each of these separately to upload your invoices.
You can test whether the message is suited to the format and layout of your invoices by uploading a sample invoice in the Assisted Invoice Processing area of your Blockworx account.
The steps below will take you through the process of uploading a sample invoice with the same design as the invoices you will normally upload to Blockworx. This doesn’t have to be an invoice you are ready to send to a property management company, it can be an old invoice which has already been processed.
You can use any invoice as a sample to teach Blockworx about your invoice layout but it must be a PDF file.
- To upload your sample invoice you will need to head to the main Assisted Invoice Processing area.
- Click on the ASSISTED INVOICE PROCESSING link in the Blockworx header area.
- Click on the orange Add Invoices button on the left of the screen.
- This will open the file upload screen.
- Click on the link in the shaded area to browse for and select a PDF invoice or drag and drop an invoice into the area.
- Once your invoice has been added to the shaded area in the file upload screen, click on the green Add Invoices button.
- Blockworx will display a Please Wait message while it uploads your invoice file.
- When this is completed, you you will need to head back to the Assisted Invoice Setup tab in the Admin area to test whether the AI PDF Processing Message has enabled Blockworx to interpret the required details from your invoice.
- Click on the ADMIN link in your Blockworx header.
- This will open the Admin screen where you can click on the Assisted Invoice Setup tab again.
- The invoice you uploaded will now be displayed on the right of your screen.
- Click on the orange Test Message button.
- Blockworx will "read" the invoice and let you know what information it has managed to interpret using the Assisted Invoice tool with the default AI PDF Processing Message.
- This information will now be generated in the bottom-left of the screen.
When you are processing invoices in bulk then the list of information on the left is what Blockworx needs to be able to pull from every invoice to match it to an individual job or a required invoice request and to pass the information to the property management companies in order for them to pay you.
If all information in the fields in the bottom left of the screen is able to be picked up from your invoice, then the default AI Processing message is working well for you.
If there are gaps in this information the default AI PDF Processing Message will need to be edited to allow it to pick up all of this data.
As an example, if you look at the highlighted sections in the image above, you will see that the default processing message has enabled Blockworx to interpret all of the information it requires from the uploaded invoice example except for the Completed Date.
If all information in the fields in the bottom left of the screen is able to be picked up from your invoice, then the default AI Processing message is working well for you.
If there are gaps in this information the default AI PDF Processing Message will need to be edited to allow it to pick up all of this data.
As an example, if you look at the highlighted sections in the image above, you will see that the default processing message has enabled Blockworx to interpret all of the information it requires from the uploaded invoice example except for the Completed Date.
In this sample invoice example there is only an invoice date on the invoice and no information on Arrival and Completed dates or From and To dates.
If this is going to be the design of all invoices which will be uploaded, we will need to edit the default AI PDF Processing Message to tell it to use the Invoice Date for the Arrival and Completed dates it needs to submit to the property management companies.
The steps below will demonstrate how to do this:
- Click into the AI PDF Processing Message box and you will be able to edit the message.
In the example above, the instruction to use the from and to dates for the arrival and completed dates has been edited to use the invoice date as the arrival and completed dates. - Once you have edited the message, click on the orange Test Message button to be able to see the result of what Blockworx can now interpret from the sample invoice.
- In the example given, you will note that Blockworx has now managed to interpret all of the information it needs using the updated AI message.
Click on the green Save Settings button to save any changes you have made to the AI PDF Processing Message.
If you wish at any point to return to the original AI PDF Processing Message, you can click on the red Reset Message button to do this.
You are now ready to begin uploading invoices against jobs or required invoices, individually or in batches. Blockworx will use the processing message to extract the required information from each invoice you upload and attempt to match it to individual jobs or required invoices.
The Processing Your Invoices in Bulk article will take you through the steps required to be able to submit more than one invoice at a time.
If you are looking for help with submitting an individual invoice within a job then this article will help with this. If you are looking for help with submitting an invoice for regular contract work then this article will take you through the steps required.
You will have to set up a Blockworx Subscription to be able to submit your invoices. This article will guide you through the process.
You will only be able to receive jobs and required invoices requests from property management companies you are already linked with on Blockworx. This article will take you through the process of linking to a property management company.
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