AP Agent pre-fills the draft invoice, but you are responsible for confirming it is correct before sending it to approval. This guide walks through what to check, in the order that catches the most issues.
Prerequisites
The invoice has finished processing (status is Extracted or Needs Review).
If the status is Review Vendor, resolve the vendor first. See AP Agent: Resolving a Review Vendor Status.
Step-by-Step Guide
Step 1: Open the Invoice
In Accounting > AP Inbox, click the invoice row. The invoice slide-out opens over the AP Inbox with the fields AP Agent extracted already filled in and the invoice image available for comparison.
Step 2: Read the Banner
The banner at the top tells you where to start. A blue banner means no fields were flagged. An orange banner with highlighted fields means AP Agent had low confidence in those fields — check them first.
Highlighted fields are outlined in orange with a ? icon. They can appear in the header or on individual line items. If a highlighted value is correct, no change is needed.
Step 3: Review the Header Fields
Compare each field against the invoice image:
Vendor: confirm AP Agent chose the right vendor, especially when vendors have similar names.
Invoice Number
Invoice Date and Due Date
Total Invoice Amount: the full invoice amount, including taxes and fees.
Total Tax & Fees: the tax and fee amount from the invoice.
Payment Method, Mark as Paid, and the accounting period work the same as always.
Step 4: Review the Line Item Amounts
Each line item shows an EHID, COA, Description, Amount, Tax & Fees, and a read-only Total (Amount plus Tax & Fees).
Confirm the line items add up to the invoice. The footer shows the remaining balance in red until the line items reconcile to the invoice total, then turns black.
Step 5: Review the Tax & Fees Allocation
AP Agent spreads the Total Tax & Fees across the line items it identified as taxable, using your organization's Tax & Fees Allocation setting (by default, proportionally by line item amount). Line items AP Agent did not identify as taxable receive no tax & fees.
Confirm the allocation fits how the invoice is structured — including which lines should carry tax — and adjust the Tax & Fees amounts on individual lines if needed.
NOTE: For how allocation options work, see AP Settings: Tax & Fees Allocation for AP Agent.
Step 6: Review the COA Coding
This is where your attention matters most. AP Agent codes line items in two ways:
Vendor history first: if the same line item from this vendor was coded before, AP Agent uses the COA you last used.
AI best fit second: if there is no history, AP Agent chooses the best-fit expense COA for the hotel. This is an informed guess and deserves a closer look.
Pay extra attention to:
A vendor's first invoices in Inn-Flow, or since AP Agent was enabled, when there is little history to draw on.
Vendors whose invoices legitimately span several accounts (for example, supplies vs. repairs vs. capital).
Line items with vague descriptions, or where the COA came across blank.
Step 7: Make Corrections
Click any field or line item cell to edit it directly.
Select Add Row to add a missing line item.
Click the trash can icon on a row to delete it.
To work in bulk, check the boxes next to multiple rows, then select Assign COA to code them together, or Delete to remove them.
NOTE: When you correct a COA and send the invoice through, that correction becomes the history AP Agent uses the next time the same line item appears. Coding it properly now saves the same fix next month.
Step 8: Save or Send to Approval
Save Changes: saves your work as a draft. The invoice stays in the AP Inbox.
Discard: abandons the draft.
Send to Approval: sends the invoice into your normal approval workflow.
Select Save Changes before stepping away from a partially reviewed invoice.
Best Practices
Review, don't retype. Scan for what's wrong rather than re-entering what's right.
Always verify the vendor and every COA. These are the hardest fields to guarantee and have the most downstream impact.
Fix coding properly, not around it. Your corrections train future coding for that vendor.
Summary
• Start with the banner, then review header fields, amounts, tax & fees, and COAs.
• The footer turns black when line items reconcile to the invoice total.
• Correct COAs carefully — they become history for future invoices.
• Send to Approval only after you've reviewed the entire invoice.
Was this article helpful?
That’s Great!
Thank you for your feedback
Sorry! We couldn't be helpful
Thank you for your feedback
Feedback sent
We appreciate your effort and will try to fix the article