When you upload documents to your AutoEntry account, it will extract and digitise its data automatically.
📎NOTE: You can upload invoices, bank statements, supplier statements, and expenses.
📌TIP: If you don't want to extract the data during upload, you can also upload documents to the File management folder. You can then decide which documents you wan to extract and send for processing.
Before you upload
Before you upload your files, you need to make sure you prepare them carefully and comply with the required upload format.
When uploading, you need to make your selection carefully if you don't want to have to upload again and waste credits unnecessarily.
Select the correct folder
Select the correct settings
Select the correct files for extraction
Select accepted file type and format
Different upload methods
The steps below will show you how to upload files for extraction from within your AutoEntry account.
Upload from your AutoEntry account
Click the Upload Document button in the top right-hand corner of your screen.
Select the Company and Folder you need to upload documents to:
Purchases / Bills
Supplier Statements
Sales
Expenses
Bank Statements
📌TIP:
Use the Sales folder to upload sales invoices or sales credit notes
Use the Expenses folder if you need to approve receipts before you process them as Purchases
Use the Purchase folder if you don't need approval
Depending on the folder type you select, other options will appear:
Upload settings - Purchases, Supplier Statements, Sales, and Expenses only
Capture line items - Sales and Purchases only
Department - Sales and Purchases only
Project - Bank Statements only
When relevant, select your Upload Settings.
Upload settings allow you to control whether multiple pages you upload are either separate invoices or multiple pages of the same invoice.
Auto - AutoEntry will automatically detect single and multi-page items
Item per page - This will process pages as separate invoices
Single Item - This will process the pages as one invoice with multiple pages
📌TIP: The Upload settings will always default to Auto. You can't change this default. If you need to change to Single Item or Item per page, you need to do so manually when uploading from the web application.
However, If you upload via email, you can set up Single Item as a default from your email preferences.
When relevant, tick the option Capture line items to extract all the lines.
If you tick the option, this will include the details with all the line items. The charge is two credits per invoice
If you don't tick this option, this will only extract the invoice total and tax summary. The charge is one credit per invoice
📌TIP: By default, the system will only extract the total without line items. If you want to extract line items automatically, you can change and configure this default from your company settings or supplier settings.
When relevant, select the Department.
When uploading Bank statements, you can also select a Project.
To start the upload and extraction, click browse and locate the files on your computer. The document will load automatically and appear in the window.
⚠️CAUTION: Select the file carefully as the upload begins automatically as soon as you select it. There will be no option to confirm the selection. Also, once you upload a document you can't cancel it, except for bank statements.
If you need to upload more files, click Add More.
📌TIP: You can't close the upload window while documents are still uploading.
However, you can click Browse AutoEntry at the top of the window to open another tab. You can then continue working in that tab until the upload completes.
After upload
Uploaded files tab
After you upload files, all your documents will show in the Activity folder section under the Uploaded Files tab. From there, you can then check the extraction status: (Queued for processing, Processing, Ready).
Inbox
A notification banner will inform you in the relevant inbox that we’ve received the files and are processing them. You won't see any details until it's ready.
If it's not showing in the Inbox, check the status in the Activity folder.
Processed Items tab
Once the file is ready, it will show in the Inbox and under the Activity > Processed Items tab, but not until then.
Additional information
Processing time
Processing time
File processing isn't instant. If the upload is taking longer than expected, check Invoice and statement processing times.
File types
File types
AutoEntry will accept and process the following file formats:
PDF
TIFF and TIF
JPEG
.doc and .docx (Word files)
.xlsx (Excel files)
Languages
Languages
Invoices and bills
AutoEntry is an English-language program. The system can extract information from invoices in a foreign language if the layout is clear. However, AutoEntry can't guarantee how accurate the extraction will be.
📎NOTE: There’s no refund for rejected items in a foreign language.
Bank and credit statements
With bank and credit card statements, AutoEntry extracts the figures and text from the documents, so language is less of a concern. However, AutoEntry can’t verify or check spellings in descriptions. With a foreign language, this may be more apparent.
📎NOTE: AutoEntry will reject any documents in Arabic or Chinese/Japanese style fonts (or similar).
Orientation
Orientation
Whether you are in portrait or landscape mode, make sure the text isn’t in a vertical position, otherwise the system won't be able to extract the data. Change the orientation so that the text is showing horizontally.
Processing cost
Processing cost
The AutoEntry credit charge for processing a document depends on the type of document you're uploading.
The monetary cost per document also depends on your subscription level.
Upload in the wrong folder
Upload in the wrong folder
If you uploaded documents to the wrong folder, you can access the relevant Inbox and move the documents to the correct folder.
For example, if you uploaded your receipts in the Expenses folder instead of the Purchase folder or the other way round.
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