How to Upload and Verify Invoices/Bills in Docyt?

A. How to Upload Invoices

B. How to Access and Verify Invoices

C. How to perform Bulk Action of Invoices

D. How to Filter the Invoice Queue

A. How to Upload Invoices In Docyt

1. Navigate to the Invoice Queue

   1. Go to Expense > Bill Pay> Invoice Queue.

   2. Move the cursor to top right. Click on ‘Add Invoice’ tab

   3. A window will appear with option to Drag and Drop Document, Add Manually and Select From Computer.

   4. Select one option, select the invoice/bill and proceed.

   5. The invoice will start reflecting ‘In Verification’ status.

B. Access and Verify Unverified Invoices

1. Navigate to the Invoice Queue

   1. Go to Expense > Bill Pay> Invoice Queue.

2. Identify Invoices That Need Verification

   1. Invoices with status 'In Verification' require your attention.

   2. Move the cursor to right end of invoice . Click on downward arrow key next to invoice amount.

   3. Click on ‘Verify Data’ option.

3. Review and Verify Invoice Data

   1. In verification window, on the left: PDF view of the invoice.

   2. On the right: Invoice details review/verify AI-extracted details.

4. Fields to Verify:

   1. Vendor: Select from the suggested list or add a new vendor if needed.

   2. Amount: Confirm the total amount due.

   3. Invoice Date: Typically mentioned in the invoice.

   4. Due Date: Enter or confirm due date. Defaults to 30 days after invoice date if not specified.

   5. Invoice#: Enter details as shown in the invoice.

   6. Account#: Enter details as shown in the invoice.

   7. Category: Assign to the appropriate Chart of Accounts (COA). Multiple categories allowed.

   8. Period: Select the period

   9. Payment Address: Enter details as shown in the invoice.

5. Review Chat, Related docs, Journal Entries and Activities

   1. Use tabs at the bottom of Invoice details to access related documents, chat messages and activity details.

6. Finalize Verification

   1. Move the cursor down towards 'Verify and Next' Tab

   2. Click ‘Verify and Next’ after reviewing.

   3. A pop message will appear displaying “A new Invoice has been verified”.

   4. If there's an approver assigned, invoice status changes to ‘Needs Approval’.

   5. Without an approver, invoice moves to QuickBooks, and a ‘View in QuickBooks’ link appears.

7. Possible Duplicate Detection

   1. Invoices flagged as ‘Possible Duplicate’ indicate potential duplicates. Review carefully to avoid duplicate entries.

   2. If the approver changes key information on the invoice, it resets and requires re-verification.

C. Performing Bulk Actions

1. Select Invoices using checkboxes.

2. Move the cursor upwards below module sections you will find options to Verify, Pay and More.

3. Verify Invoices: Approve multiple invoices from the same vendor.

   1. Select the bulk invoices by clicking on checkboxes in front of the invoices .

   2. Click on Verify

4. Pay Invoices:

   1. Pay with Docyt ACH

   2. Pay with Docyt Check

   3. Pay with Self-Print Check

5. Click on check box to perform any of the following:

   1. Merge Invoice: Combine two or more invoices. Note: Expense reports cannot be merged.

   2. Forward: Send to another business or department.

   3. Do Not Pay: If bulk invoices are need to be marked as ‘Do Not Pay’.

   4. Edit Category: Assign or update COA for multiple invoices.

   5. Edit Invoice: Edit bulk invoices.

   6. Download Bills: Multiple bills are required to be downloaded.

   7. Delete Invoices: Moves them to the trash (retrievable later).

To enable bulk actions, check the box available below the Filter tab

D. Filtering the Invoice Queue

Use filters to locate and manage invoices efficiently.

Available Filters:

1. Flagged Transactions:

   1. Click the star icon at the start of the invoice row.

   2. Yellow star indicates the invoice has been flagged.

   3. The flagged invoice will appear under the ‘Flagged Items’ dashboard on the client’s end.

   4. Use the adjacent chat icon to ask the client for clarification or more details.

2. Payee/Name: In Verification, Needs Approval, Duplicates, etc.

3. Invoice # / Date Range

4. Bill Date

5. All Status: Exact or range

6. All Ledger Statuses

7. Amount

G. Marking Invoices as Paid

Mark invoices as paid once payment has been made to maintain accurate records.

Available Payment Methods:

1. Cash

   1. Enter payment date → Click ‘Mark as Paid’.

2. Credit Card

   1. Select card and date → Click ‘Mark as Paid’.

3. Manual Check

   1. Enter check date, bank account, and last 4 digits of the check.

4. Bank Account (ACH/Debit)

   1. Select the bank or debit card used.

5. Advanced Settlement (for inter-company)

   1. Enter date (typically end of month)

   2. Select the Payable Account

   3. Click Confirm.

6. Vendor Credit

   1. Use available vendor credit to mark invoice as paid with a $0 bill payment.

H. Flagging Invoices for Client Review

1. Mark for Review

   1. In Invoice Queue, click the star icon at the start of the invoice row.

   2. Yellow star indicates the invoice has been flagged.

2. Leave a Note

   1. Use the adjacent chat icon to ask the client for clarification or more details.

3. Client View

   1. The flagged invoice will appear under the ‘Review Open Items’ dashboard on the client’s end.