Invoice Automation is now embedded in the Accounting Seed Financial Suite beginning with Winter ’26. For more information, send an email to licensing@accountingseed.com.

This article covers how AI Invoice Capture works and the different ways to use it.

• For a feature overview, see AI Invoice Capture Overview in the Invoice Automation Overview article
• For setup instructions, see AI Invoice Capture Configurations

Quick links:

• Captured Data and AI Predicted Fields
• Capturing Invoices and Workflows
• The Related Documents Component (File Preview Carousel)
• AI Invoice Capture Usage Scenarios
  • Use AI Invoice Capture with Email to Payable
  • Capture an Invoice Using the Default File
  • Capture an Invoice Using the Capture Button
  • Capture Specific Pages of a Multi-Page Invoice
• Post-Capture Payable Review
  • Re-Capture Payable Information

 

Captured Data and AI Predicted Fields

AI Invoice Capture reads some Payable fields directly from your invoice during the capture process. These are referred to as “captured” fields—the process is similar to OCR scanning. Other fields are filled in automatically based on how you mapped fields on previous invoices from the same vendor; these are “predicted” fields. The AI also learns from past posted Payables.

The tables below show which fields fall into each category.

Payable Fields

Invoice Capture Field Name	Payable Field Name	Captured or Predicted
Ledger_SF	Ledger	Captured, then Predicted
Vendor_SF	Vendor	Captured, then Predicted
Issue_Date	Issue Date	Captured
Due_Date	Due Date	Captured
Discount_Amount	Discount Amount	Captured
Payee_Reference	Payee Reference	Captured
Currency	Currency	Captured

 

Payable Line Fields

Invoice Capture Field Name	Payable Line Field Name	Captured or Predicted
Invoice_comment	Invoice Comment	Captured
Quantity	Quantity	Captured
Unit_Cost	Unit Cost	Captured
Date	Date	Captured
Expense_GL_account	Expense GL Account	Predicted
GL_Variable_1	GL Variable 1	Predicted
GL_Variable_2	GL Variable 2	Predicted
GL_Variable_3	GL Variable 3	Predicted
GL_Variable_4	GL Variable 4	Predicted
Product	Product	Predicted
Project	Project	Predicted
Project_Task	Project Task	Predicted

 

Capturing Invoices and Workflows

AI Invoice Capture can be configured to run automatically using auto-capture, or can be run manually, depending on your preference.

Auto-Capture Enabled

Auto-capture is especially powerful when combined with Email to Payable: it automatically populates Payable Line information on Payables created by the Email to Payable feature. Auto-capture is disabled by default and can be enabled in the Invoice Capture section of the Enablements screen (see AI Invoice Capture Configurations).

Once enabled at the org level, you can exclude individual vendors from auto-capture at the Account level if their invoices require manual handling.

The number of attachments on the Payable is an important consideration. Auto-capture works with minimal user action when there is a single attached file—the system recognizes it as the invoice and begins capture automatically. When multiple files are attached, you must first select and set the default file, which then triggers the auto-capture process.

Note: AI Invoice Capture controls are located on the Related Documents component. See The Related Documents Component section below for details.

Auto-Capture Not Enabled

When auto-capture is off, a single attached invoice can be manually captured by clicking the Capture button. If multiple files are attached, set the default file first, then click Capture.

One-Time Review and Approval

Regardless of the auto-capture setting, once capture is complete, the Payable’s Invoice Capture Status is set to “Success.” At that point, click the Invoice Capture Review button to verify the extracted data and field mappings. This review step is typically completed once per vendor to confirm that information is being captured correctly.

If a correction is needed, updating the fields will retrain the AI for future invoices. Once corrections are made and you approve the capture, the Payable is updated with header information and Payable Lines.

Note: If the review URL expires while you are reviewing, return to the Payable record and click Invoice Capture Review again to generate a new URL.

The Related Documents Component (File Preview Carousel)

The Related Documents component contains all action buttons for AI Invoice Capture. Each button is described below.

Upload File

Uploads and attaches an invoice file directly to the Payable record.

Set File as Default

This button is available only when more than one file is attached to the Payable. Clicking it marks the displayed file as the primary file for the record—the one that will be submitted for scanning. Once a default is set, this button is greyed out and displays a checkmark when the default file is being previewed.

When clicked, the following confirmation message is displayed:

“Do you want to initiate the process to Capture the new Default File? Note: initiating this Capture process will clear existing field values on the Payable, and all Payable Lines will be deleted. Do you want to continue?”

• No: Sets the file as default without starting the capture process.
• Yes: Sets the file as default and begins the capture process.

Capture

Submits the Payable’s default file to the Invoice Capture service to automatically extract invoice data. The Capture button always operates on the default file. When multiple files are attached, use Set File as Default first to designate which file gets submitted.

Note: The name of the currently previewed file is displayed in the bottom-right corner of the carousel.

Invoice Capture Review

Opens the Invoice Capture review screen in a new browser tab, where you can review and correct the extracted data before it is applied to the Payable.

 

AI Invoice Capture Usage Scenarios

 

Use AI Invoice Capture with Email to Payable

AI Invoice Capture and Email to Payable can be used independently, but combining them creates a powerful end-to-end workflow. When auto-capture is enabled, invoices received via Email to Payable are automatically captured for supported file formats, unless the vendor is excluded.

1. Open the Payable record for the vendor-emailed invoice. If auto-capture is disabled at the org level or for this vendor, select the invoice as the default file if necessary, then click Capture. Wait a few minutes, then refresh the Payable.
2. Review the Invoice Capture Status field on the Payable.
   1. Pending: Capture is still in progress. Refresh the page after a few minutes.
   2. Success: Capture is complete. Proceed to the next step.
3. Scroll to the Related Documents carousel and click Invoice Capture Review. When you see grid lines (boxes) around the fields on the scanned invoice, you can begin reviewing. If you see “Processing Image” in the Final Results panel, refresh the page.
4. In the Invoice Capture Review screen, review the Final Results panel on the right. Check for missing or incorrectly mapped fields.
   1. To add a missing field: Draw a box around the field on the invoice image, then select the correct label and click Save.
   2. To disable a field: Select it and click the red Delete icon.
   3. To zoom in or out: Use the Zoom In/Out control. Toggle Hide Grids to show or hide grid lines.
5. Review and update the line table at the bottom of the screen.
   1. Full width: Click Full width to expand the table view.
   2. To add or change a column label: Click the Ellipsis next to the column. Click X to remove a label, then click in the cell to select a replacement.
   3. To add or delete a row: Click a row and choose Insert above/below, or click Delete row.
   4. To update field values (Expense GL Account, GL Variables 1–4, Product, Project, Project Task): use the drop-down in the relevant cell.
6. To reject the file, click the Ellipsis to the right of Approve File and select Reject. Note that rejecting the file will require a re-capture.
7. When all fields are correct, click Approve File. The button changes to File Approved.
8. Refresh the Payable record. Payable Lines display in the same order as on the invoice.

Important:

• Each column heading can only be used once.
• If a required field (such as Expense GL Account) is missing, an error displays and the file cannot be approved until it is resolved.

Troubleshooting

• If Invoice Capture Status remains Pending for more than 10 minutes, refresh the page, verify that the file is in a supported format, wait a few minutes, and try again. If the issue persists, contact Accounting Seed Support.
• If a sync error occurs: If activity reminders are on in Salesforce, then the AS Hub user will see a notification appear in the top-right corner of the Payable record and a Task is created with details. Click All Activities to review.

 

Capture an Invoice using the Default File 

Use this method when you have an invoice file saved locally that you want to run through AI Invoice Capture. 

1. Open the Payable record. 
2. Scroll to the Related Documents carousel and click Upload File. 
3. Click Upload File again, navigate to the file, and select it. 
4. Click Done. 
5. If more than one file is in the carousel, set the new file as the default: 
   1. Click on the file in the carousel to select it. 
   2. Select Set File as Default. 
6. A confirmation message displays: 
   1. If Auto-Capture is ON: Clicking Yes sets the file as default and starts the capture. Existing Payable values will be overwritten and existing Payable Lines will be deleted. Clicking No sets the default file but does not start the capture. 
   2. If Auto-Capture is OFF: Clicking Yes starts the capture manually (same overwrite behavior). Clicking No sets the default only. 
7. Click Yes to start the capture. 
8. Refresh the page to monitor the Invoice Capture Status. It changes from Pending to Success within a few minutes. If it remains Pending for more than 10 minutes, see the Troubleshooting note in the Email to Payable section above. 
9. When Success displays, click Invoice Capture Review. 
10. To review and approve the captured data, follow steps 4–7 in the Use AI Invoice Capture with Email to Payable section above (reviewing the Final Results panel, updating the table, and approving the file). 

 

Capture an Invoice using the Capture Button 

Use this method when a vendor is excluded from Auto-Capture, or when Auto-Capture is off, but you want to manually capture a specific invoice. 

1. Open the Payable record. 
2. Scroll to the Related Documents carousel and click Upload File. 
3. Click Upload File again, navigate to the file, and select it. 
4. Click Done. 
5. Click Capture to start the AI Invoice Capture process. 
6. A confirmation message displays. Clicking Yes starts the capture and overwrites existing Payable values and Lines. Clicking No cancels the capture. 
7. Click Yes to proceed. 
8. Refresh the page to monitor the Invoice Capture Status. It changes from Pending to Success within a few minutes. If it remains Pending for more than 10 minutes, see the Troubleshooting note in the Email to Payable section above. 
9. When Success displays, click Invoice Capture Review.
10. To review and approve the captured data, follow steps 4–7 in the Use AI Invoice Capture with Email to Payable section above (reviewing the Final Results panel, updating the table, and approving the file).

 

Capture Specific Pages of a Multi-Page Invoice

Use the Invoice Capture Pages field to specify which pages of a multi-page invoice should be captured. Enter page numbers separated by commas (e.g., 1,2,3,4,5). If no pages are specified, all pages are captured.

Important: If Auto-Capture is on and you are using Email to Payable or uploading a single file, capture starts automatically without allowing you to enter page numbers first. Enter page numbers on the Payable record before uploading the file if this setting is relevant to your workflow. If the invoice is a single page, no entry is needed here.

 

Post-Capture Payable Review

After approving the captured results and importing them into Accounting Seed, review the Payable for the following:

• Accounting Period: Confirm it is accurate based on the Issue Date. Update on the Payable if needed.
• Currency Conversion Rate: If using foreign currency, verify the rate is correct. This field is not available in the Invoice Capture Review screen.
• Fixed Assets, Purchase Orders, or Recurring Payables: If the Payable is associated with any of these, review for accuracy and remove or update the associated records if needed.

Re-Capture Payable Information

If you need to re-capture Payable Line details after completing an initial capture → review → approve cycle, follow these steps:

1. Ensure the Payable is unposted.
2. If there are multiple files, confirm that a default file is selected.
3. Click the Capture button in the Related Documents carousel. Review the confirmation dialog and click Yes. Existing Payable Lines will be deleted so the invoice can be resubmitted for capture.
4. Click the Invoice Capture Review button as soon as the Invoice Capture Status field shows Success.
5. On the review screen, verify field mappings and captured data, then click Approve File.

Amortization scenario: If you need to re-capture a Payable that was amortized, complete the following prerequisite steps before the steps above:

1. Unpost and delete the Amortization Entry records.
2. Then follow the re-capture steps above.

 

Return to top

 

---