💡 The Challenge: Manual Invoice Handling

Manually extracting data from invoices is repetitive, time-consuming, and prone to error. Whether it’s a scanned PDF, a photo from a mobile device, or a standard email attachment, finance teams often spend hours entering invoice data into ERP or accounting systems.

🔍 How to Extract Information from Invoices Using UpBrains AI

1️⃣ Access the Extractor Panel

From your UpBrains dashboard, head over to the Extractor section.

2️⃣ Choose Your Approach

You can either:

·        Use a Prebuilt Invoice Extractor if available

·        Or Create a Custom Extractor tailored to your invoice format

3️⃣ Set Up Your Custom Invoice Extractor

On the setup screen:

✅ Name the Extractor: For example, “Invoice Extractor”
🧾 (Optional) Set Document Class: Choose Invoice
📋 Instructions Field: Briefly describe the key fields you want the AI to extract. For instance:
“Extract invoice number, vendor name, invoice date, due date, line items, total amount.”

4️⃣ Define the Fields

You can add both standard fields and line item fields:

Common Fields:

·        Invoice Number

·        Vendor Name

·        Invoice Date

·        Due Date

·        Total Amount

Line Item Fields: (for itemized invoices)

·        Item Name

·        Quantity

·        Unit Price

·        Subtotal

5️⃣ Upload and Test

Upload a sample invoice—PDF, image, or plain text—and click Extract.
Review the AI’s output to ensure all fields are correctly captured.

🛠️ If something’s off? Edit your field definitions or adjust the sample format and try again.

6️⃣ Publish Your Extractor

Once everything looks good, click Publish.
Your extractor is now live and ready to be used in AI Automation Agents to process incoming invoices automatically.

⚙️ What Happens Next?

Now that your extractor is ready, you can plug it into an automation workflow. For example:

·        Invoice Inbox: AI scans every incoming invoice email

·        Data Extraction: Extractor pulls invoice details instantly

·        System Integration: Data gets entered into your ERP or accounting tool automatically

·        Notifications: Your finance team gets notified only for exceptions or flagged invoices

✅ Why This Matters

·        Save Time: Eliminate repetitive manual data entry

·        Reduce Errors: AI doesn’t get tired or distracted

·        Stay Compliant: Ensure every field is consistently captured

·        Scale with Ease: Handle hundreds or thousands of invoices per day, effortlessly

🚀 Power Up Your Finance Workflow with UpBrains AI

Whether you're a small business or an enterprise dealing with thousands of monthly invoices, UpBrains AI gives you the tools to automate intelligently. No more missed details. No more slowdowns.

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