Purchases - Enhanced AI Invoice Scanning

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Overview

The Enhanced AI Invoice Scanning feature improves the speed and accuracy of processing purchase invoices within Efimis.

The AI engine can now:

Extract invoice data from uploaded PDFs
Process multi-page invoices
Improve supplier recognition
Suggest smarter GL allocations
Identify matter references
Improve allocation consistency using historical posting behaviour

This enhancement is particularly useful for:

High-volume invoice processing
Multi-line invoices
Matter-related disbursements
Repetitive supplier transactions

Key Enhancements

Feature	Description
Multi-Page Invoice Scanning	AI can now process invoices containing multiple pages
Improved Matter Identification	Detects matter references and allocation targets from invoice content
Enhanced Supplier Matching	Improved recognition of existing suppliers and similar supplier names
Smarter GL Allocation Suggestions	Uses AI logic and historical posting behaviour to suggest allocations
Improved Tax Code Handling	Prevents valid AI tax code selections from being overwritten
Allocation Validation Rules	Prevents invalid GL suggestions that would normally fail manual posting validation

How AI Allocation Suggestions Work

The AI engine evaluates multiple data sources before suggesting a GL allocation.

Allocation Signals Used

AI Signal	Description
Supplier History	Reviews accounts previously used for the supplier
Historical Invoice Lines	Compares similar invoice line descriptions from earlier postings
GL Account Matching	Matches invoice wording against GL account names and descriptions
Firm-Wide Fallback Accounts	Includes commonly used firm accounts where historical data is limited

Multi-Page Invoice Support

Supported Functionality

Single PDF uploads
Multi-page invoices
Large line-item invoices
High-volume supplier invoices

Benefits

Reduced manual entry
Improved extraction accuracy
Better handling of detailed supplier invoices

Matter Allocation Recognition

The AI scanner can identify:

Matter references
Matter numbers
Allocation targets

This improves:

Matter disbursement coding
Client-related invoice allocation
Cost recovery processing

Supplier Recognition Improvements

The enhanced supplier matching process helps:

Detect existing suppliers more accurately
Reduce duplicate supplier selection
Improve historical matching

Important

If a supplier cannot be confidently matched:

Manual review may still be required
Supplier creation may require approval depending on firm policy

Tax Code Handling

Enhanced Behaviour

Where AI successfully identifies a line-item tax code:

The tax code will remain applied
Selecting a GL account will not automatically overwrite the tax code

This helps improve:

VAT/GST accuracy
Invoice coding consistency
Reduced manual correction

Allocation Validation Rules

The AI scanner follows the same restrictions as manual posting.

The AI Will NOT Suggest

System control accounts
Client journal GL codes
GL codes from unrelated office journals
GL accounts with a Bank account type

Purpose

This ensures:

Posting compliance
Accounting integrity
Consistent validation rules

Manual Review Still Required

AI assists with invoice processing, but invoices should still be reviewed before posting.

Users Should Validate

Supplier selection
Invoice totals
Matter allocations
GL allocations
Tax codes

New to Purchase Processing?

Enhanced AI Invoice Scanning is part of the wider purchase recording workflow in Efimis. If you are unfamiliar with how purchase invoices are created, coded, approved, and posted, we recommend reading Recording a Purchase before continuing.

Related Article: Recording a Purchase → Recording a Purchase

Best Practices

Recommended

Upload clear PDF invoices
Use consistent supplier naming
Review AI-generated allocations
Validate matter allocations carefully
Maintain consistent GL coding practices

Avoid

Poor quality scans
Blurry image PDFs
Incomplete invoice documents