Introduction

You will need to have made sure that the Assisted Invoices tool is set up correctly. If you have not yet done this, then this article will take you through the steps required to make sure the assisted invoice message is configured correctly for your invoices. This is a crucial step in preparing for being able to upload your invoices in bulk.

Uploading Your Invoices

1. To get started with batches of invoices for jobs and required invoices, click on the ASSISTED INVOICE PROCESSING link in the Blockworx header.
   
   
1. Once your AI Processing Message has been configured and is pulling through the correct information, this is the area you will use each time you are uploading batches of invoices.
   
   
   
   
2. When the screen opens you will see your sample invoice is sitting on the left of the screen next to the Your Invoices label.
   
   
1. If you don’t wish to upload this sample invoice against a job or a required invoice, you can click on the red trash button to delete this from your list.
   
   
3. To get started with uploading a batch of invoices, click on the orange Add Invoices button on the left of the screen.
   
   
1. This will open the batch upload screen where you can upload up to 50 PDF invoices in a single batch.
   
   
4. You can either drag and drop multiple invoices into the shaded area, or you can click on the area to browse for your invoices.
   

Invoices must be added to the shaded area as a batch and not individually.

1. If you would like to click to browse for your invoices on your computer, click on the link in the shaded area and this will launch a window to allow you to navigate to where you invoices are located.
   
   
1. Click to highlight the first invoice you would like to upload in the list and then hold down the Shift key on the your keyboard and click on the last invoice in the list.
   
   
2. Once all invoices are highlighted you can click on the Open button to add them all to the shaded area.
   
   
3. Your invoices will now appear in the shaded area of the batch upload screen.
   
   
2. Alternatively, you can drag and drop these invoices directly into the shaded area on the screen from a folder you have open on your computer.
   
   
1. Make sure you have all invoices you wish to upload from the folder are selected before you drag them in as they cannot be added separately without over-writing each other.
   
   
2. In a folder on your computer, hold down the Ctrl key on your keyboard and press on the letter A in order to select all invoices in the folder.
   
   
3. Once they are highlighted, you can then drag these and drop them onto the shaded area in your Blockworx screen.
   

Matching and Submitting Your Invoices

1. Once all invoices have been added to the shaded area using either method outlined above, click on the green Add Invoices button to upload these to Blockworx.
   
   
   
   
1. You will see a message letting you know that Blockworx is processing your invoices.
   
   
2. Once they have finished processing, Blockworx will return you to the Assisted Invoice Processing screen and you will see a card for each invoice on the left of the screen.
   
   
3. Each card will contain the details that Blockworx has been able to interpret from your invoices.
   
   
   
   
2. If you click on an individual invoice card on the left, an image of the corresponding PDF invoice you uploaded will be displayed in the area on the right of your screen.
   
   
   
   
3. If your invoice has been read correctly, you will notice that each field on the invoice card on the left has been able to pick up the information from the invoice which was uploaded.
   
   
4. If an individual invoice has a different layout from the sample invoice you uploaded and any of the fields have not picked up correctly, you can use the edit option on the invoice card to manually add the information into the boxes on the card.
   
   
   
   
5. After you have edited any invoice card, the invoice card will display an orange Save button to allow the additional information you added to be registered.
   
   
1. Blockworx will confirm that it has saved this.
   
   
2. This shouldn’t be required if your invoices are all following the same format, as Blockworx will be able to find the information it needs.
   
   
6. When you click on an invoice card on the left of the screen, as well as displaying your invoice on the right, Blockworx will highlight the individual job or required invoice record in the middle column which it believes matches your uploaded invoice.
   
   
1. This will include the reference number for your regular contract work if it is a Required Invoice.
   
   
2. If you agree that this is the correct job or required invoice in your Blockworx account, you can click on the green send button to have your invoice submitted directly through to the property management company.
   
   
   
   
7. Within your Blockworx account, the relevant job will now have its status updated to Invoice Submitted and a required invoice will have its status updated to Submitted.
   
   
8. Once you have clicked to submit your invoice against the appropriate record, the invoice card on the left of the Assisted Invoice Processing screen, and the matched record in the centre column will be removed from your list and you can move on to submit your next invoice by clicking on the next invoice record card on the left of the screen.
   
   

You can have your invoices appear directly in the Assisted Invoice Processing screen without having to upload them by emailing them from your accountancy package. This article will explain how to do this.

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.