nextAI automatically recognises data from invoices and populates it into the correct fields. This includes both header recognition – where general invoice data such as invoice number, date, and total amount are extracted – and line recognition, where individual invoice lines are identified and processed.
In most cases, the standard recognition is sufficient. For unusual invoice layouts or specific requirements, recognition can be further improved by using prompts.
Prompts provide additional instructions to nextAI, enabling recognition to better match 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)
- Unusual line structures where columns or descriptions are organised differently than usual (line 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.
Step 2: Insight into recognition
Two tabs are available in the pop-up:
- Header – for viewing and controlling header recognition
- Lines – for viewing and controlling line recognition
The screen provides insight into:
- Values already recognised from the invoice
- Values entered manually
- Values proposed by nextAI and the fields into which they are placed
This offers full insight into how the recognition is generated.
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 a single line description
- Apply logic such as: if a certain word occurs, 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, you can click the Preview prompt button to display a preview on the current invoice. 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
- Are the data on the current invoice not recognised correctly? Adjust them 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 phrase 'reverse charge' occurs, 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 contain no 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
For a good prompt, the following applies:
- Describe what needs to happen
- Specify what this is based on (text, field, structure)
- If possible, provide a clear condition (for example "if X, then Y")
Example of improvement:
Poor:
"Check the VAT"
Good:
"If 'VAT reverse charge' occurs 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, resulting in no improvement in 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 Preview prompt to view the expected result, and adjust data on the current invoice manually if necessary
Frequently asked questions
Do prompts affect future invoices?
Yes, nextAI applies the set logic to similar invoices, mainly per supplier. Using the Preview prompt button, you can check on the current invoice how the recognition will look. This does not change the recorded data of the current invoice – any corrections on the current invoice must be made manually.
Can prompts always resolve all recognition issues?
Prompts significantly improve recognition, but for 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.
Is nextAI Line recognition available to all users?
No, line recognition is an add-on to the standard licence and is not automatically available. Please contact your account manager for more information about this option.