nextAI offers a number of specific functionalities within the ISPnext platform, also known as Capabilities. These Capabilities support users in automatically processing documents and analysing information, reducing manual tasks and increasing the consistency of data processing.
This page provides an overview of the available nextAI Capabilities, what each Capability does, who it is intended for and what to bear in mind when using it. Detailed guides for each Capability are available in the separate articles in the Help Centre.
General guidelines for the responsible use of nextAI, including human oversight and responsibilities, are described in the article Responsible use of nextAI.
More information about how nextAI is developed, tested and released is described in the article nextAI - How nextAI is developed and tested.
nextAI - Capture - Invoice header
nextAI - Capture - Invoice header automatically recognises the header data of incoming PDF invoices without using fixed templates. Data such as supplier, invoice number, invoice date and amounts is recognised and presented for verification in AP Automation. The functionality replaces SmartScan and does not require template configuration. Custom prompts can be used via a feedback button for supplier-specific adjustments.
This Capability is intended exclusively for recognising header data on incoming PDF invoices within AP Automation. Invoice lines, quotations, contracts and other document types are outside the scope of this Capability.
The output of nextAI is intended to provide support. Always check the recognised header data before processing the invoice further, particularly for new suppliers or unusual invoice layouts. NextAI only supports text-based PDF invoices; Word, Excel and fully scanned (image-based) PDF attachments are not processed or are processed less accurately. Binding financial decisions such as payment must not be based solely on AI output.
More information is available in the articles nextAI - Header recognition and nextAI - Using prompts for improved recognition.
nextAI - Capture - Invoice lines
nextAI - Capture - Invoice lines automatically processes the individual lines of an invoice within AP Automation. In addition to the header data, nextAI also recognises line descriptions, item numbers, quantities, prices, VAT percentages and any additional costs. The recognised lines are converted into structured data and linked to the appropriate fields to support automatic matching and processing.
This Capability is intended exclusively for line recognition on incoming PDF invoices within AP Automation. Invoice header recognition, contract processing and quotations are outside the scope of this Capability.
Always check recognised line data, particularly for invoices with unusual structures or missing order details. The output of nextAI may be incomplete or incorrect when the input is unclear or incomplete.
Line recognition is an optional extension that can be activated through additional configuration. More information is available in the article nextAI - Line recognition.
nextAI - Capture - Quote capture
nextAI - Capture - Quote capture is the functionality within Procurement (Procure to Pay) that allows a supplier quotation to be uploaded as a PDF file and processed automatically. NextAI extracts data from the quotation - such as supplier, currency, line descriptions, quantities and prices - and presents it for review in an intermediate review screen. Only after the data has been checked and confirmed are the lines added to the shopping basket.
This Capability is intended exclusively for processing supplier quotations in PDF format within Procurement. Processing invoices, contracts or other document types, and uploading multiple documents simultaneously, are outside the scope of this Capability.
Always check the extracted quotation data for accuracy and completeness before it is processed further or used for decision-making. The review screen allows you to correct data or delete lines before they are processed into the shopping basket. Quote capture does not make purchasing decisions; the user always confirms the data before processing.
Quote capture is an optional module that must be activated separately. More information is available in the article nextAI - Quote capture.
nextAI - Capture - Contracts
nextAI - Capture - Contracts analyses uploaded contract documents (PDF) and automatically fills in contract fields, such as contract name, terms and notice periods. The extracted data is presented for review before the contract is saved. The functionality is available when creating and editing contracts within Contract Management, without requiring any additional permissions.
This Capability is intended exclusively for automatically filling in contract fields based on an uploaded PDF document. Recognising legal risks, deviations in clauses or analysing terms and conditions is outside the scope of this Capability; nextAI - Intelligence - Terms & Conditions is available for this purpose.
Always carefully check the extracted contract data before saving the contract. Recognition quality may vary for scanned (image-based) PDFs. Fields such as category, supplier and contract manager are outside the scope of automatic recognition and must always be completed manually.
Contracts is an optional module that must be activated separately. More information is available in the article nextAI - Capture - Contracts.
nextAI - Intelligence - Terms & Conditions
nextAI - Intelligence - Terms & Conditions automatically compares an uploaded contract document with the internally recorded company and purchasing terms and conditions. For each condition, the analysis indicates whether the clause is present, matches the standard, deviates positively or deviates negatively. The functionality supports purchasers and contract managers in independently assessing supplier terms and conditions, while the user always has the option to correct or disregard the analysis.
This Capability is intended exclusively for comparing contract content with internally recorded terms and conditions within Contract Management. Drafting contracts, making legally binding decisions and analysing documents for which no terms and conditions have been configured are outside the scope of this Capability.
The results of the Terms & Conditions analysis are generated by nextAI and may contain errors, including incorrectly marking clauses as present or absent (AI hallucination). Carefully check all findings before making decisions. The analysis does not replace legal assessment by an authorised employee. Missing or incomplete terms and conditions configuration results in an incomplete analysis. Contracts in highly divergent or unusual languages may result in lower analysis quality.
Terms & Conditions is an optional module that must be activated separately. More information is available in the article nextAI - Intelligence - Terms & Conditions.