AP Agent processes invoices that arrive in the AP Inbox by email or by drag and drop. This article explains each method, what to expect after an invoice arrives, and how multi-invoice files are handled.
Prerequisites
• AP Agent is enabled for your organization.
• You have access to the AP Inbox for the hotel.
Which Methods Are Processed by AP Agent
Method | Processed by AP Agent? | Details |
Yes — automatic | Extraction begins as soon as the email arrives. No pop-up is shown. | |
Drag and drop | Yes | Drag a file onto the AP Inbox or onto an open invoice slide-out, then select Extract. |
Add Draft Invoice (manual add or upload) | No | Invoices created through the Add Draft Invoice menu remain manual entries. |
NOTE: If you want AP Agent to process an invoice, bring it in by email or drag and drop.
Step-by-Step Guide
Step 1: Email Invoices to the AP Inbox
Navigate to Accounting > AP Inbox and select the hotel from the hotel drop-down at the top left.
Locate the hotel's AP Inbox email address at the top right of the page. Click the copy icon next to it to copy the address.
Forward invoices to this address, or give it to your vendors so they send invoices directly.
AP Agent begins processing each emailed invoice automatically.
Step 2: Drag and Drop an Invoice
Navigate to Accounting > AP Inbox and select the hotel.
Drag the invoice file from your computer and drop it anywhere on the AP Inbox. You can also drop it onto an invoice slide-out that is already open.
The Extracting Invoice Details pop-up appears. It explains that AP Agent will read the invoice and fill in the vendor, dates, amounts, and line items, and reminds you to review the results before approving.
Select Extract to begin.
Optional: check Don't show this again before selecting Extract to skip this pop-up on future uploaoad.
IMPORTANT: Closing the pop-up with the X cancels the upload entirely — the file is not saved to the AP Inbox. To upload the file, drag it in again and select Extract.
NOTE: Don't show this again is saved in your browser. The pop-up will appear again if you clear your browser cookies or use Inn-Flow on a different device or browser.
Step 3: Watch the AP Agent Status
A new row appears in the Draft Invoices list with a Processing badge in the AP Agent column while AP Agent reads the invoice.
When processing finishes, the badge updates to Extracted, Needs Review, or Review Vendor. In the example below, the invoice finished with the Extracted status and is ready to open and review.
NOTE: For what each status means and what to do next, see AP Agent: Understanding AP Agent Statuses and Invoice Banners.
How Multi-Invoice Files Are Handled
Vendors and team members often send one PDF containing several invoices. When the file arrives, AP Agent reviews the attachments, determines how many unique invoices are present, and splits them into separate draft invoices in the AP Inbox. Each draft is then extracted on its own.
If the split isn't right — for example, two invoices were kept together, or a page is upside down — correct it in the attachment viewer. Select the page(s) you want to work with; the bottom bar shows how many pages are selected and the available actions:
Rotate Left / Rotate Right: fix page orientation.
Delete (trash can icon): remove the selected page(s).
Move > Move to New Invoice: move the selected pages into a new draft invoice together.
Move > Move to Existing Invoice: attach the selected pages to another invoice already in the AP Inbox.
Move > Move Each Page to New Invoice: create a separate new draft invoice for each selected page.
IMPORTANT: AP Agent extracts invoice data only once, when the invoice first arrives and is split. Moving pages afterward does not re-run extraction. After correcting a split, review the header and line items on each affected invoice and update them manually
Tips for Best Results
Send clear, legible PDFs when possible. Clean digital documents extract more reliably than photos, faxes, or skewed scans.
Send one invoice per email when you can. AP Agent handles multi-invoice files well, but a clean input never needs correcting.
Summary
Email and drag-and-drop invoices are processed by AP Agent; Add Draft Invoice entries are not.
Drag and drop shows a pop-up; select Extract to begin. Closing it with the X cancels the upload.
Multi-invoice files are split automatically on arrival. Extraction does not re-run after you move pages.
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