After AP Agent processes an invoice, the AP Agent column in the AP Inbox shows its status, and a matching banner appears at the top of the invoice when you open it. This article explains each status, each banner, and what to do next.
Prerequisites
AP Agent is enabled for your organization.
AP Agent Statuses in the AP Inbox
The AP Agent column in the Draft Invoices list shows where each invoice stands:
Status | What it means | What to do |
Processing | AP Agent is still reading the invoice. | Wait. Fields populate when extraction finishes. |
Extracted | Extraction and coding finished, and AP Agent was confident in the fields it filled. | Open the invoice and review it. |
Needs Review | AP Agent filled in, or left blank, one or more fields it had low confidence in. | Open the invoice and check the highlighted fields — then review the rest. |
Review Vendor | AP Agent could not find a matching vendor, or found the vendor but no contract for this hotel. | Open the invoice and resolve the vendor first. |
Which status appears when more than one applies?
Review Vendor takes priority over Needs Review. If an invoice has both a vendor issue and low-confidence fields, it shows Review Vendor, because the vendor must be resolved before the rest of the invoice can be finalized.
Invoice Banners
When you open an invoice processed by AP Agent, a banner at the top of the slide-out explains its status. Blue banners are informational; orange banners mean something needs your attention.
Extracted — Blue Banner
AP Agent extracted the invoice data automatically. No fields were flagged, but you should still review the entire invoice for accuracy.
Needs Review — Orange Banner
AP Agent had low confidence in certain fields. Each one is outlined in orange with a ? icon. Hover over the field to see the message: "Please review this field for accuracy. If accurate, no changes are required." Compare each highlighted field against the invoice image and correct it only if needed.
NOTE: Highlighted fields are a helpful pointer, not a complete checklist. Fields that are not highlighted can still be wrong. Review the entire invoice.
Review Vendor (Vendor Found, No Contract) — Orange Banner
AP Agent found the vendor in Inn-Flow, but the vendor does not have a contract for this hotel. Select Create Contract to add one.
Review Vendor (Vendor Not Found) — Orange Banner
AP Agent could not match the invoice to an existing vendor. Check whether the vendor already exists before selecting Create Vendor, to avoid duplicates.
NOTE: Selecting the X on a banner hides it for the current session only. On a Review Vendor banner, this also removes the shortcut for pre-filling the new vendor or contract with the extracted details. To bring the banner back, close the invoice and reopen it.
NOTE: For step-by-step instructions on both Review Vendor scenarios, see AP Agent: Resolving a Review Vendor Status.
What a Status Does — and Doesn't — Tell You
A status reflects how confident AP Agent was, not whether the invoice is correct.
An Extracted invoice can still contain errors.
The fields highlighted under Needs Review are not the only ones to check.
Every banner includes the same reminder: AI can make mistakes, so review the entire invoice.
Summary
Four statuses in the AP Agent column: Extracting, Extracted, Needs Review, and Review Vendor.
Blue banner = Extracted. Orange banners = Needs Review or Review Vendor.
Review Vendor takes priority over Needs Review.
Review every invoice in full, regardless of status.
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