How to automate bill creation with expense auto-entry

Knowify’s AI-powered auto-entry for bills allows you to upload a vendor invoice and automatically create a bill with populated line items. The system can also match bill lines to existing purchase orders.

This article explains how to create and match a bill using the auto-entry feature. 

(Related: How to automate purchase order creation with expense auto-entry)

Step 1: Create a new bill

1. Bills > Add New Bill

2. Select the appropriate Vendor.

Step 2: Upload the vendor invoice

1. In the auto-fill for you box, click choose file to browse and upload a vendor invoice. 

2. Wait while Knowify processes the document.

Step 3: Confirm purchase order matching and line item descriptions

Before creating the bill, Knowify will attempt to match each item on the bill with similar line items in any open purchase order with the selected vendor (based on name and quantity). Exact or close matches will be suggested automatically. You can choose to:

• Accept the suggested match

• Change the matched PO line

• Leave a line unmatched if needed

Once confirmed, the bill will be created and logged against the selected purchase order(s). 

Before continuing, make sure to confirm each line item, including the item description, quantity, and cost. If you need to, you can manually edit descriptions, quantities, unit costs, and item selections for each line item. 

Step 4: Confirm and submit the bill

• When you're satisfied with the results, click Verify & Submit. 
• Review the Bill Summary, and click Submit to continue. 

Once you submit, if linked to a purchase order, committed costs will update accordingly, and the bill will sync with QuickBooks (if enabled). The uploaded invoice document will be attached to the bill record.