nextAI automatically recognises data from invoices and populates the appropriate fields.
In most cases, the standard recognition is sufficient. For unusual invoice layouts or specific requirements, recognition can be further enhanced by using prompts.
Prompts provide additional instructions to nextAI, so that recognition better aligns with specific situations, such as unusual invoices or supplier-specific logic.
When should you use it?
Using prompts is relevant in situations where the standard recognition does not produce the desired result.
Examples of situations:
- Invoices with an unusual layout
- Specific supplier information that needs to be interpreted differently
- Additional costs that are not recognised by default
- Complex line descriptions or column structures
- Specific logic (for example, VAT handling or order recognition)
How does it work?
Step 1: Open Feedback
Open an invoice within AP Automation and click the Feedback button.
This opens the nextAI recognition interface.
Step 2: Insight into recognition
The screen provides insight into:
- Values already recognised from the invoice
- Values entered manually
- Values suggested by nextAI and the fields where they are placed
This offers full transparency on how the recognition is formed.
Step 3: Add a prompt
In the same screen, a prompt can be added to guide the recognition.
Enter a prompt and press Enter to add it.
Examples of prompts:
- Set the description of the first line as the invoice description
- Use specific logic for order number recognition
- Add additional costs based on certain texts
- Combine multiple columns into one line description
- Apply logic such as: if a certain word appears, then VAT is reversed
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Translate specific texts before processing them
Step 4: Test and apply the prompt
After adding the prompt, a preview can be shown on the current invoice via the Preview prompt button. This provides insight into how the recognition will be applied to new invoices from the same supplier.
nextAI takes the set prompt into account for future invoices from the same supplier and similar situations.
Practical tips
- Use clear and specific instructions within prompts
- Use the Preview prompt button to check if the prompt has the desired effect before new invoices arrive
- If the data on the current invoice is not recognised correctly, adjust it manually — the prompt does not change existing records
- Keep prompts as simple as possible to achieve consistent results
Good prompts
Good prompts are specific, clear and contain concrete instructions:
- “Use the description of the first line as the invoice description.”
- “If the term ‘reverse charge’ appears, set VAT to reversed.”
- “Combine the ‘Description’ column and the ‘Item number’ column into one line description.”
- “Recognise the order number only if it starts with ‘PO’ followed by digits.”
- “Add costs with the text ‘freight’ as shipping costs.”
- “Translate German descriptions into English before processing.”
Why this works well:
- Clear instruction
- Concrete result
- No room for interpretation
Poor prompts
Poor prompts are often too general, unclear or lack concrete action:
- “Recognise the invoice better.”
- “Use the correct values.”
- “Handle everything correctly.”
- “Check the VAT.”
- “Do the same as with other invoices.”
Why this does not work well:
- No specific instruction
- Insufficient context
- Not executable by nextAI
Practical prompt guideline
A good prompt should:
- Describe what needs to be done
- Specify what this is based on (text, field, structure)
- Provide a clear condition if possible (for example “if X, then Y”)
Example of improvement:
Poor:
“Check the VAT”
Good:
“If ‘VAT reverse charge’ appears in the invoice text, set VAT to reversed”
With these guidelines, it becomes easier to use prompts effectively and to specifically improve the recognition of nextAI.
Common mistakes
- Using prompts that are too general, which does not improve recognition
- Expecting every prompt to work perfectly immediately without further fine-tuning
- Not performing checks after adding a new prompt
- Expecting the current invoice to be automatically reprocessed with the new prompt – use the Preview prompt to see the expected result, and manually adjust data on the current invoice if necessary
Frequently asked questions
Do prompts affect future invoices?
Yes, nextAI applies the set logic to similar invoices, especially per supplier. The Preview prompt button allows you to check on the current invoice how recognition will appear. The recorded data of the current invoice is not changed by this – any corrections on the current invoice must be made manually.
Can prompts always solve all recognition issues?
Prompts significantly improve recognition, but with very unusual invoices additional checks may still be necessary.
Is manual correction still possible after using prompts?
Yes, manual adjustments are always possible, even after applying prompts.