Generate Invoice Drafts in Payables

Note: This feature is part of an Early Adopter Program (EAP). We'll review and implement participant feedback to prepare for limited and general availability.

Generated invoices are draft invoices that serve as the starting point for creating final invoices. When you choose to generate a draft, you upload an invoice (that you've already scanned or downloaded).

Using Microsoft's Azure AI Document Intelligence and Blackbaud AI, key data points are extracted and added to the new draft including requestor, invoice number and date, description, due date, purchase order number, date created, and created by. Uploaded invoices are attached for a quick preview.

After generating a draft, you can add a new invoice from the draft and continue with the invoice processing workflows that you have today. This results in a faster, more accurate and user-friendly experience that reduces manual data entry and minimizes errors.

Note: For the Accounts payable role, only users associated with the Generate record permission task can generate.

Tip: Generating invoice drafts is a huge time-saver! For a deeper dive, including the powerful AI technology behind the scenes, scan our Document Intelligence - FAQs.

  1. From Payables, Invoices, under Generated drafts, select Generate draft.

  2. Select a file to upload (browse or drag and drop).

    Tip: Supported file types include pdf, png, jpg, and bmp.

    After you select a file, the file name displays as the attachment name.

    Feel free to edit as scanners and photo applications often use their own naming conventions. The file name you use displays when viewing the invoice draft and later on the invoice record.

  3. Select Generate draft.

    If you chose to automatically add descriptions during the generate process, descriptions are added when you generate. You can update this preference in Settings, Payables, Document Intelligence, Upload rules.

    Messages inform you when the process starts and completes. When the invoice draft is ready, select the message to open and view.

    Tip: At any time, you can select the invoice draft under your top-level navigation bell.

  4. Under the Generated drafts tab, you can view the newly added invoice draft.

    You're now ready to add a new invoice from the draft and continue with the invoice processing workflows that you have today.