Sebastian de GoeijShort answer
AI books an invoice automatically when it is confident enough that supplier, GL account, VAT and amounts are right. Those are mostly recurring invoices from known suppliers booked the same way each time. New suppliers, unusual VAT, missing data and possible duplicates go to review instead. The firm decides where the line is with a confidence threshold.
Key takeaways
- Automatic booking only happens above a confidence threshold the firm sets.
- Recurring invoices from regular suppliers with a clear history reach it most often.
- New suppliers, unusual VAT and missing fields go to review.
- Administration rules define what always needs a person, regardless of the score.
- In Autoboeker you choose per firm or administration between suggestions, smart confirmation and fully automatic.
How does AI decide whether to book an invoice automatically?
It decides on confidence. For each invoice it makes a booking proposal and a confidence score. Above the firm's threshold the invoice is booked automatically; below it, it becomes a proposal for a person to confirm.
Confidence comes mainly from context: the administration's history, previous bookings for the same supplier, master data in the accounting package and the firm's rules.
Which invoices are usually booked automatically?
Predictable invoices reach the threshold most often:
- Recurring invoices from regular suppliers, such as phone, internet, software and energy.
- Subscriptions and rent with the same amount and GL account.
- Invoices with one VAT rate and clear, complete details.
- Suppliers with a long, consistent booking history.
Which invoices do not go through automatically?
Invoices with uncertainty or risk go to review, so staff look at exceptions instead of everything. Rules can also force review, for example above an amount or for a specific supplier.
- Invoices from a new supplier without history.
- Unusual VAT: a different rate, reverse charge or missing VAT.
- Missing or conflicting data, such as subtotal, VAT and total not adding up.
- Possible duplicates or documents that are not invoices.
- Invoices whose lines must be split over several GL accounts or cost centres.
How do you set what may be automatic in Autoboeker?
Per firm or administration you choose suggestions, smart confirmation or fully automatic booking into the accounting package, with a confidence threshold per firm or administration.
On top of pattern recognition you add administration rules and firm-wide rules, and approval settings decide what needs sign-off. Autoboeker checks subtotal, VAT and total, flags duplicates, checks the document type and learns from corrections.
FAQ
Questions about this topic.
No. Only invoices above the firm's confidence threshold. The rest become proposals to confirm.
There is no history showing how that supplier is normally booked. After a few confirmed bookings confidence rises.
Yes. Administration rules, global rules and approval settings define what always needs a person.
It goes to review. Autoboeker checks for missing VAT, unusual VAT codes and unusual VAT amounts.
Yes. Processed bookings can be edited again, and the correction is applied to similar bookings.
