What is the Invoice HUB?
The Invoice HUB is an automated invoice processing system designed to streamline your handling of financial documents in an "inbox" style. It integrates technology to automatically extract data from invoices, significantly reducing manual data entry and ensuring documents are sent to the correct property manager for approval.
The inbox view shows every invoice entering the system, with red and yellow statuses highlighting items that need immediate attention.
How to Train a New Invoice Format
When the system receives a format it doesn't recognize, you must "train" it so variables are extracted correctly in the future. Click on the invoice in the HUB to open the training dialog and complete the following tabs on the right:
1. Contractors Tab: This is the first tab to complete. Add all matching Dwellant Contractor Organizations that use this invoice format (e.g., utility companies with different regional accounts).
2. Identifiers Tab: Select two unique identifiers (like a company email or phone number) that appear consistently on invoices. This is the data we will use to match incoming invoices to a particular contractor. Avoid personal or obsolete data.
3. Variables Tab: Locate at least 5 key pieces of data on the document (e.g., Gross Amount, Invoice Date, Net Amount). Use the "Name/Value pairs" or "Tables" view to click the first and last character of the text you wish to capture. If possible, use both. More data points means more reliability.
4. Routing Tab: Enter the appropriate values to ensure the invoice reaches the correct person. If the client name isn't found, you can create a client alias here.
5. Settings Tab: Define processing limits, such as a maximum of 2 pages and a minimum variable extraction rate (use 50% by default).
Need more help? If you encounter any issues during the training process, please contact Customer Service for assistance.