nextAI - Invoice Line Capture

nextAI - Invoice Line Capture supports the automatic processing of invoice lines within AP Automation.

Where nextAI - Invoice Header Capture focuses on the header data of an invoice, Invoice Line Capture ensures that the individual invoice lines are recognised, interpreted and structured.
With nextAI - Invoice Line Capture, lines such as items, descriptions, quantities, prices and costs are automatically recognised and processed. This increases invoice automation, reduces manual actions and an additional check is already applied.

When do you use it?

Invoice Line Capture is used when processing invoices where detailed information at line level is important.

Typical situations:

• Processing invoices with multiple lines (for example, purchase orders or expense invoices)
• Automatically coding invoice lines
• Processing invoices with multiple VAT rates
• Invoices with additional costs such as transport, packaging or surcharges
• Situations where insight into the cost allocation per line is required

How does it work?

Step 1: Submit the invoice
A PDF invoice is processed within AP Automation. nextAI analyses the document and recognises both header and line data.

Step 2: Perform Invoice Line Capture
nextAI identifies, in addition to the invoice header data, the individual invoice lines and recognises, among other things:

• Line descriptions
• Item numbers
• Quantities
• Prices
• VAT percentages
• Additional costs
• References such as order numbers

Step 3: Structure and code
The recognised lines are automatically converted into structured data and linked to the correct fields in AP Automation. This supports automatic matching and further processing.

Step 4: Check and refine
The recognised lines can be checked and adjusted where necessary. Using the 'Feedback' button and prompts, recognition can be further improved for future invoices.

Practical tips

• Use your own prompts to improve specific line structures or exceptions
• Check new or deviating invoice layouts particularly carefully during initial processing
• Apply Invoice Line Capture in combination with Invoice Header Capture for maximum automation

Common mistakes

• Expecting all line structures to be recognised fully automatically straight away without checking
• Incomplete invoices or incomplete orders for matching invoices with orders. This includes item numbers that are not listed on the order, or missing information on the invoice needed to match the order to the invoice correctly without making assumptions.
• Not using your own prompts for recurring deviations

Frequently asked questions

What is the difference between Invoice Header Capture and Invoice Line Capture?
Invoice Header Capture focuses on general invoice data such as the invoice number and supplier. Invoice Line Capture processes the detailed lines of the invoice.

Is Invoice Line Capture always fully automatic?
Invoice Line Capture automates most of the process, but checking and any necessary corrections remain important in exceptional cases.

Can Invoice Line Capture be customised?
Yes, recognition can be refined and tailored to specific suppliers or invoice types using prompts and feedback.