How to use Instant Invoices

This feature is currently in beta. Give it a go and send us feedback at feedback@impira.com.

What are Instant Invoices?

Instant Invoices are a type of Instant Collection that have been pre-trained on invoices. They allow you to skip the typical training steps and get a head start on extracting data right away.

Get started with Instant Invoices

Step 1 of 3: Choose an Instant Invoice type

Option 1:

Go to the Instant Invoices page and choose your invoice type there. This will open your organization and land you in a new Instant Invoice Collection. You’ll need to sign in if you aren’t already. You can also create a new organization if this is your first time using Impira.

Option 2:

  1. Sign in to your Impira account.
  2. Start with a new Collection with or without uploaded files.
  3. Go to the dropdown menu next to your Collection’s name and choose Import fields.
  1. Choose an invoice type from the library and hit Confirm. This imports the fields and training data for this type of invoice.

Step 2 of 3: Upload files and check results

  1. If you haven’t already, upload files matching this invoice type to your Collection.
  2. After your files process, open your first file to check the initial batch of predictions.

Step 3 of 3: Edit values and add, delete, or rename fields as necessary

Edit values

As Impira extracts data from the files in the Collection and brings back predictions, you may see some missing or “Review recommended” cells with red markers. Impira learns to produce better predictions whenever you correct any incorrect prediction values.

  1. Double-click a “Review recommended” cell.
  2. Select or type the correct value. Hit Confirm value and blue box when you’re done.
Note: Confirming correctly predicted values also helps Impira learn and become more accurate.

Add additional fields

  1. Click New field in the top right corner.
  2. Choose your field type: Single text value, checkbox, or table.
  3. Name the field and highlight the value on your file.
  4. Click Create field.
Read more about adding various fields to your Collection.

Delete fields

  • Option 1: While in Collection view, click the three dots by the field you want to delete. Hit Delete.
  • Option 2: Double-click a file to open it in Extraction view. Hover over the field you want to delete and click the trash can icon.

Rename fields

While in Collection view, click the three dots by the field you want to delete. Hit Edit and rename the field.

Learn more about editing fields and values.

How to extract table line items from your invoices

Set up table extraction the automatic way

Step 1: Click the purple box

Impira will automatically detect and highlight tables on your files. Click one to get started.

Step 2: Format the first row

Impira takes an educated guess on what the column names and first row values are.

  • Click through these predictions and confirm them one by one.
  • Hit Finish setup when each column header has been reviewed.

Step 3: Review predictions

Once Impira retrieves predictions for other table rows, start with Row 2 and start confirming entire rows. This triggers Impira to use your input to reprocess predictions, making it more accurate.

Read more about how to confirm row predictions.

Set up table extraction the manual way

Step 1: Add your table field

  • Open any file to start, and click New field.
  • Select the Table field type and a blue box will appear.
  • Shape the blue box over your first row’s values only. Leave out the headers.

Step 2: Format the first row

  • Name each column header (starting from the left) and go highlight the corresponding first row value.
  • Do this for each column and hit Finish setup when you’re done.

Step 3: Review predictions

Once Impira retrieves predictions for other table rows, start with Row 2 and start confirming entire rows. This triggers Impira to use your input to reprocess predictions, making it more accurate.

Read more about how to confirm row predictions.

How to extract tables from other invoice types

Once you’ve set up a table field to extract line items on one type of invoice (automatically or manually), you may want to include other types of invoices in this table field in order to extract their line items as well.

Step 1: Introduce a new invoice to the mix

  • Open a different type of invoice to include its line items in the table field you just created.
  • Find and open the table field in the right sidebar. A blue box will pop up for you to shape over the values in the first row of this invoice’s table.
  • Hit Next, format this row.
  • Note that the column names from the previous invoice’s table are already in place.

Step 2: Map out your new invoice’s table

  • For each preexisting table column, choose a corresponding value from your new invoice.
    • In this example, the first invoice’s first column was “Items.” It contains values that are general item descriptions, so choose a value in this new invoice that is similar. In the new invoice, these values happen to have the column header, “Description," so we'll select the value under that header for this field.
  • Continue until you’ve added all the values in the first row and hit Finish setup.

Repeat these steps for as many invoice types as you have in this Collection.

Adding unique one-off columns to a table field

Most of the tables across your various invoices should contain the same line item data. However, you may want to extract a column that is present on only one or a few invoice types.

The example below shows an invoice with the column that contains shoe sizes. This is the only invoice type in this Collection to have this column, but we can still add it to the existing table field.

Step 1: Add your table as usual

Use the steps outlined above to add this new invoice’s columns to the existing table field.

Step 2: Add new column

  • After adding all the common table columns for this unique invoice, name your new column and highlight its value.
  • Hit Finish setup.

This column’s values can be seen in Collection view, but the value field will remain blank in other invoices in this Collection because their tables don’t contain this column.

Partitioning

You can put invoices of different formats into this Collection. Since formats usually vary by vendor, Impira uses the “Vendor” field to recognize the different invoice formats. We call this a partition.

As you make changes on one partition, it will apply to other documents in that same partition. Keep this in mind as you make changes. If the “Vendor” field is predicted incorrectly, you’ll want to fix that so that we can share the learnings with other invoices of the same format. Also, you can “partition” using a field other than “Vendor.” Reach out to learn more.

We use a Collection to group documents with the same fields (the “header” row of the output table) and a “partition” to give more format-specific information for each field. If you want completely different fields for your different invoice formats, no problem — just put them in separate Collections.

Copy files to new Collection

You can put certain files into a separate Collection and copy over fields and training.

Step 1: Add files to new Collection

  • While in Collection view, select the files you want to move.
  • Hit Add files to another Collection.
  • Name your new Collection and hit Add selected files to new Collection.

Step 2: Import fields and training

  • Once your new Collection is created, hit Import fields in the dropdown by the Collection name.
  • Select the Collection you want to import fields from (e.g., the Collection you’re moving these fields from).
  • Select the Apply training checkbox and hit Confirm.

Your predictions from the previous Collection will start rolling in, and you can start adding any new fields you’d like for this new Collection.

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