Generate Invoice Drafts in Payables

Note: Don't see this yet? This feature is in Limited Availability (LA) and is releasing in waves. During the LA, we'll review and implement participant feedback to prepare for general availability.

Note: To use Document Intelligence to generate invoices from uploaded documents, your organization admin must first enable generative AI features in your Blackbaud environment. Learn how to opt in to generative AI features globally.

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 convert drafts to new invoice records 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: For a deeper dive, including the powerful AI technology behind the scenes, scan our Document Intelligence for Payables - tutorial and Document Intelligence for Payables - 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. Available types are set in Settings, Payables, Document Intelligence, Upload rules.

    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 convert the draft to a new invoice record and continue with the invoice processing workflows that you have today.