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Accounts Payable

Create Draft Bills from Emailed Invoices with Sage Intacct AP Automation

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What the source describes

Sage Intacct's help documentation explains that when a bill is emailed or uploaded, AP Automation uses Sage Network AI to identify the vendor, extract names, dates, addresses and line items, code GL account, location and department, and create a draft transaction ready to review and post. It also detects and flags duplicates, and its machine learning learns both from collective Sage Network activity and from each company's own corrections.

See also our roundup of AI for invoice processing if you are comparing this capture path with BILL, Ramp and others.

Result or outcome

According to the source, corrections made when reviewing draft transactions are fed back to update the model, helping AP Automation deliver more accurate vendor matches and line-item dimension coding over time.

How to run it

  1. Email or upload vendor bills into Sage Intacct AP Automation so the Sage Network AI can identify the vendor and extract details.
  2. Open each draft transaction and check the vendor match, dates, line items, GL account, location and department against the bill.
  3. Paste the batch of drafts and recent posted bills into the prompt below to flag duplicates, unusual coding and missing dimensions.
  4. Correct and post the drafts, repeating the same correction consistently, since the model learns from repeated changes rather than one-off edits.

Try it yourself

Copyable prompt

I review AI-created draft bills before posting them in [accounting system]. I will paste a batch of draft bills with vendor, invoice number, date, amount, GL account, department and location, plus a list of bills already posted in the last [number] days. Check each draft for: possible duplicates (same vendor with matching or near-matching invoice number or amount), coding that differs from how this vendor was coded before, missing dimensions, and dates outside [period]. Return a table with the draft bill, the issue found, and a suggested fix. List clean drafts separately as ready to post. Drafts: [paste]. Posted history: [paste].

Replace the [bracketed] placeholders. Remove client names, account numbers, and personal data before pasting into any AI tool.

What to review

Sage says corrections reach the Sage Network about every 24 hours, so bills from the same vendor uploaded before then may repeat the old mistake. Review duplicate flags before paying and confirm each draft's GL account, location and department against the source bill. Expect early drafts to contain inaccuracies, and do not post a draft until every dimension has been checked.

Related free download: 50 AI Prompts for Bookkeepers (Prompt pack (PDF))

Source: Sage Intacct Help Center

Not professional advice. This is general information, not accounting, tax, legal or financial advice. Check AI output yourself and consult a licensed professional for your situation. See our Terms of Use.

This entry summarizes a public source. Features, plans, and availability change, so confirm details with the vendor. Tool names are trademarks of their respective owners.

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Bills and receipts from this AP workflow fit in the Small Business Bookkeeping Spreadsheet Bundle, available on our sister store.