AP Capture

AP Capture turns a vendor invoice file into a draft Bill automatically — upload the document, AI extracts the vendor, dates, and line items, and your team reviews and corrects before approving it like any other bill. It's available on the Plus plan and up.

Uploading a document

Go to AP Capture and click New Capture. Upload a PDF, PNG, or JPG — on mobile you can also use Take Photo to capture it directly with your camera. You can upload up to 15 files at once; each one becomes its own capture, and you'll get a per-file results list with a link into each one's review page.

The review screen

Each capture opens a two-pane review screen: extracted fields on one side, the source document on the other (a stacked Fields/Document tab switcher on narrower screens). PDFs render as an interactive, zoomable page — including multi-page PDFs, with a page selector — the same as an image.

If a field was extracted wrong, or you'd rather point at the source than retype it, use draw-to-capture: draw a box directly on the document over the correct text, and it re-extracts that exact region into whichever field you have selected. This works for both header fields and individual line-item fields.

For a line that doesn't break down cleanly into quantity × unit price — a lump-sum or prorated charge — enter it directly in the line's Amount field instead; it's independent of quantity and unit price and can be set with draw-to-capture the same way.

Use ↓ all on a line-item column header to copy that row's value down to every line below it.

Vendor matching and AI-suggested accounts

The extracted vendor name and tax ID are matched against your existing Vendors list. If nothing matches, you'll need to pick the vendor manually — AP Capture never creates a new vendor record on its own. For each line, AI suggests the closest expense account from your chart of accounts, pre-filling the account picker; you can always override it. Any manual correction you make is remembered for that vendor and used to improve future extractions from them. A vendor can also have a Default expense account (set on the vendor record under Expenses → Vendors), which always wins over the AI's suggestion.

Once a vendor is matched, a line's Due Date is filled in from that vendor's payment terms (bill date plus Net X days) whenever the document itself doesn't state one — on first extraction, when you change the vendor during review, and after a reprocess. A due date the document supplied, or one you typed yourself, is never overwritten.

Warnings

Before you approve a capture, RSA flags anything worth a second look:

• Possible duplicate — the vendor already has a bill or another in-flight capture with a matching invoice number, or a matching amount and date within a few days. This one blocks approval: Approve stays disabled while the flag is set, so the same invoice can't be posted and paid twice.
• Total mismatch — the line items don't add up to the extracted total.
• Payment-terms mismatch — the invoice's own dates imply different payment terms than what's on file for the vendor.

The other two are advisory — review them and proceed if they're expected (e.g. an intentional partial invoice). If a duplicate flag is a false positive, correct the vendor, bill number, amount, or date on the review page: any of those edits re-runs the duplicate check, and the flag clears once it no longer matches anything.

Reprocessing and deleting

If extraction went badly wrong, click Reprocess on the review page to re-run it from scratch. A capture that hasn't been posted yet can also be deleted — from its review page, or in bulk via checkboxes on the captures list. Deleting removes its correction history, line items, and the source document together.

Approving to a bill

Once the fields look right, click Approve. This posts a draft Bill — from there it follows the same draft → approved → paid workflow as a bill entered by hand.

Vendor-submitted uploads

Vendors with Partner Portal access can upload their own invoice instead of filling out the manual bill form — it runs through this same extraction pipeline. A vendor-submitted capture always lands in your team's review queue; it never posts automatically. This requires both the Partner Portal and AP Capture modules to be enabled for the organization.