AP Agent (formerly AI Invoice Entry) reads invoices as they arrive in your AP Inbox and fills out the draft invoice for you — vendor, invoice number, dates, totals, taxes and fees, and each line item with its GL account. Instead of typing an invoice from scratch, you open a draft that is already mostly complete and review it.
IMPORTANT: AP Agent removes a large amount of manual data entry, and for most invoices it produces a draft that is accurate and ready to move forward. But it is AI, and AI can make mistakes. It can misread a figure, choose the wrong vendor, code a line item to the wrong account, or leave a field blank. Every invoice is still yours to verify. AP Agent does the typing; your job is to confirm what it typed is correct and fix it where it isn't.
Prerequisites
AP Agent must be enabled for your organization by Inn-Flow. It is not turned on by default. Contact your Inn-Flow representative if you are unsure whether it is enabled.
You need access to the AP Inbox for the hotel(s) you process invoices for.
What AP Agent Fills In
Area | Fields |
Header | Vendor, Invoice Number, Invoice Date, Due Date, Total Invoice Amount, Total Tax & Fees |
Line items | Description, amount, allocated tax & fees, and COA (GL account) |
How AP Agent Works
From the moment an invoice arrives, AP Agent works through these steps automatically:
The invoice arrives. It is emailed to your AP Inbox address or dragged and dropped into the AP Inbox.
Attachments are reviewed and split. AP Agent checks whether the file contains one invoice or several. If it finds multiple invoices, it splits them into separate drafts so each is extracted on its own.
Data is extracted. Header fields and every line item are read from the document.
The vendor is identified. AP Agent looks for a matching vendor in Inn-Flow and checks that the vendor has a contract for that hotel. If it can't find either, it holds the details for you to review — it never creates a vendor or contract on its own.
Line items are coded. Where there is no history, it picks the best-fit expense COA for the hotel.
Tax & fees are allocated. The tax and fee total is distributed across the line items AP Agent identified as taxable, based on your organization's Tax & Fees Allocation setting.
The invoice is ready for review. The invoice shows a status in the AP Agent column of the AP Inbox, and the draft is pre-populated when you open it.
Most invoices finish in under 30 seconds. Invoices with more pages or line items can take a little longer.
What AP Agent Does Not Do
It does not approve or post invoices. Every invoice still goes through your normal review and approval workflow.
It does not create vendors or contracts automatically. You decide whether to create them.
It does not process invoices added manually through the Add Draft Invoice menu. Only emailed and drag-and-drop invoices are processed.
What Changed From the Previous Extract Tool
AP Agent replaces the previous extraction tool, which required you to select Extract and map each vendor's invoice layout using the gear icon. With AP Agent enabled, there is no Extract button and no mapping step. Extraction runs automatically when the invoice arrives.
It Gets Better as You Go
Every invoice you code correctly becomes history AP Agent uses the next time that vendor sends the same line items. Because detailed line items are now captured on every invoice, coding accuracy builds over the coming months. Expect to spend a little more time on a vendor's first few invoices.
Summary
• AP Agent automatically fills out draft invoices that arrive by email or drag and drop.
• It is AI and can make mistakes - review every invoice before sending it to approval.
• It never approves invoices or creates vendors or contracts on its own.
• Coding accuracy improves as you correct and send invoices through.
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