In this article, we'll learn how you can automate the following process:

Step 1. Set up an AI model.

Zenphi can help you process data from any type of document. This time, we'll review the Invoice Parser.

Invoice Parser - extracts key information from invoices such as invoice number, supplier name, invoice amount, tax amount, invoice date, and due date.

1.1 Create an Invoice Parser and add a sample Invoice.

  • Upload a sample of the Invoice that you want to process via the "Add new files" button (if you have more examples of the same invoice, upload as many of them as possible to increase the accuracy of the extracted data).

1.2 Select the fields that you want to extract.

Once you upload the file, zenphi will read the data from the document, and display it on the right panel.

  • Common Invoice Properties

Zenphi will automatically suggest the Common Invoice Properties (like Invoice ID, Total amount, etc.) and find them in your document.

Near each field, you'll also see the Data Format (it can be text, collection, etc.) and Confidence Level (of the data accuracy extracted).

  • Document Properties

Besides the Common Invoice Properties, zenphi will display the Document Properties - the fields that zenphi read from the uploaded document directly.

Hover over any field in any section and check if the data was extracted correctly. Click on the plus icon near the data field you want to be extracted from the Invoice.

When you add the field to the Output of the AI Model, you have the option to rename the property.

  • Selected Fields

Once you add the needed fields, they will appear in the Selected Fields section.

1.3. Save and Publish

When all the fields are set up, Save & Publish the Invoice Parser to be able to use it in the Flow.

Step 2. Create a Flow.

2.1 Choose a Trigger.

You can receive the Invoices through different channels. In this example, we'll start a Flow from a File Upload to Google Drive.

2.2 Create a Flow.

  • Connect a Run AI Model action to the Flow;

- In the AI Model field choose a model that we created earlier;

- In the Document content to process click on the Token Picker and select File Contents from the Trigger Output.

  • Connect Create Record action from the Tables section - this action will add the data from the Invoice to the zenphi Table.

    Create a zenphi Table beforehand:

    Add the values to the zenphi Table fields with the AI Model action output data:

  • Connect If Condition action to set up the following condition:

    Set up the False branch - what will happen if the Invoice Currency is not $

  • Connect the Update Record action from the Tables section to change the Status of the created Invoice Records in the zenphi Table.

    The Record ID here would be the Record from the Create Record action output:

    And we'll select the Status from the drop-down menu.

  • Optionally, you can add a Send Email action to notify your team of a Status update.

Set up the True branch - what will happen if the Invoice Currency is $

  • Connect Assign a Task action - to send the Invoice to a manager to approve;

  • For "If Approved" and "If not Approved" branches - connect the Update Record actions to put the document Statuses in the zenphi Table accordingly.

  • Optionally, you can add a Send Email action to notify your team of a Status update.

Step 3. Save, Test & Publish

Once the setup is ready, Save the Flow and test all the possible branches.

  • When the currency is not $

  • When the currency is $ and the Invoice is approved;

  • When the currency is $ and the Invoice is not approved.

Publish if the Test Run outcome is correct.

Check out more zenphi tutorials here.

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