Fast input

How do I import purchase invoices and other documents in Billit?

 

Fast Input is Billit’s digital mailbox. With this, you can import various documents and convert them into digital documents in UBL format using OCR (Optical Character Recognition). After the OCR scan, you just need to check the imported documents and make any necessary corrections before the final processing. Billit can read UBL documents entirely correctly, and they do not need to be checked. You can also specify that UBL invoices should be sent directly to the ‘Income’ or ‘Expenditure’ menus.

 

Scanning, recognising and importing documents and invoices via fast input

Uploading files from your computer

You can upload documents by dragging them to the grey-blue box or by clicking the ‘upload file’ button and selecting a document in your computer. The file will automatically appear in the open tabs (‘To be processed’, ‘Approve’ or ‘Splitter’) at the bottom. The ‘Approve’ tab will only be visible if you have specified this in the settings.

E-mailing files

You can also e-mail files to any of the unique e-mail addresses or ask your suppliers to e-mail them directly. In this way, all purchase invoices will automatically appear in your Fast Input. These e-mail addresses are unique to your company and are made up of complicated letter combinations to ensure that unwanted e-mails do not appear in Fast Input. You can also create new addresses with easier names for your customers (e.g., invoicing@yourcompany.be) and have your invoices sent manually or automatically to the Fast Input e-mail address. The way you send e-mails automatically depends on the e-mail service you use. E-mails in Fast Input that do not have attachments (i.e., without invoices) will be sent to the e-mail address in the company records so that these e-mails are not lost.

Files sent via the ‘Do not split files’ e-mail address, and which consist of multiple pages, will not be split when importing. This is the preferred e-mail address for suppliers to send invoices to. You can still split files later via the ‘To be processed’ tab by ticking the checkbox in the upper left corner and clicking the ‘Split’ button. Files consisting of more than three pages that you split are first directed to the ‘Splitter’ tab.

Please note that files consisting of more than 99 pages will ALWAYS be sent to the ‘Splitter’ tab, even if you sent them via the ‘Do not split files’ e-mail address.

Files sent via the ‘Split files’ e-mail address, and which consist of several pages, will be split and appear in the ‘Splitter’ tab, where you can choose to process them split (each page as a separate file) and/or group them into multi-page files. This is particularly handy when you want to import large numbers of invoices/pages in a single file (e.g., when you import a lot of invoices from your scanner). If necessary, you can merge the pages in a single file later by specifying in the ‘To be processed’ tab the pages that belong together using the checkbox and clicking on the ‘Merge’ button.

Automatically retrieving files from your e-mail inbox

Billit can also retrieve invoices from your inbox. This Help article tells you how to scan your mailbox for attachments.

Importing files via the Billit App

You can easily import files with the Billit App. The App is intended to scan and store receipts on the go but can also be used to import invoices.

Receipts: The Billit App saves all photos as invoices and sends them to ‘Fast Input’. Alternatively, you can specify that your image is a receipt. To do this, select a category and enter the price. The file will be automatically processed and added to the ‘Expenditure’ menu. Receipts are saved together as an invoice* from a supplier with the name of the category to which the receipt belongs (e.g., business gift, restaurant, etc.). Since receipts do not necessarily have VAT numbers, your accountant will notice the difference with regular invoices when entering them in the accounts. You can also link transactions to this expenditure (e.g., a Mastercard statement showing the payment of the receipt).

Invoices: When you save a document in the Billit App, you can either select ‘Invoice’ as the category or not specify anything and save the photo immediately. The file will then appear in Fast Input under ‘To be processed’.

*Please note that if your accountant has a Billit account, they can import receipts via Fast Input. They can also let the receipts be bundled when they are exported based on the payment method instead of the category. The latter does not change the way the receipts appear in your Expenditure list. Please note that bundling per payment method is only possible if your accountant is linked via Billsync.

You can process files once you have imported them in ‘Fast Input’. This means that you will check and correct the information that the OCR has extracted from the files. Files imported via the ‘Do not split file’ e-mail address will appear directly in the ‘To be processed’ tab, where you can click on them for processing. Files sent to the ‘Split file’ e-mail address will appear in the ‘Splitter’ tab. Files containing more than two pages that you split in the ‘To be processed’ tab are first sent back to the ‘Splitter’ tab. Files uploaded via the ‘Upload Files’ button or by dragging and dropping them in the grey-blue box will appear in the tab that is open at the bottom. Please note that the ‘Approve’ tab will only be visible if you have specified this in the settings.

Grouping, splitting, and/or approving

Depending on the importing method, the files, whether split or not, will appear in one of the following three tabs:

The ‘Splitter’ tab: This is where the files appear that were sent via the ‘Split file’ e-mail address, files containing more than three pages that you split in the ‘To be processed’ tab, and all the files that you imported containing more than 99 pages. The Splitter has two functions. If you check ‘Process as separate files’ (or press the CTRL key), all pages that you click on will appear as separate files in the ‘To be processed’ tab. If you select ‘Group quickly’ (or press the SHIFT key), the files that you select and then click on will be sent as a single file to the ‘To be processed’ tab.

Scanning, recognising and importing documents and invoices via fast input

The ‘Approve’ tab: If you have specified this in the ‘Fast Input’ box in the ‘Settings’ menu, you can approve documents here before processing them. When this option is selected, the files will appear here after splitting or importing. To approve a file, tick the checkbox in the upper left corner and click the ‘Approve’ button. It will then appear in the ‘To be processed’ tab. If necessary, you can split a file or merge several pages first.

Please note that this approval concerns importing documents in Billit and is separate from the expenditure approval flow that serves to approve particular expenses and where you can also specify the user who should approve it. (More information can be found in this Help article) The approval when importing in Fast Input cannot be assigned to a specific user.

The ‘To be processed’ tab: This is where you select a file for processing by clicking on it. If necessary, you can split a file first by selecting it in the checkbox in the upper left corner and clicking the ‘Split’ button or merge different pages of a single file by selecting it in the top left checkbox and clicking on the ‘Merge’ button.

Scanning, recognising and importing documents and invoices via fast input

Process

When you have clicked on a file in the ‘To be processed’ tab, you can check the information that the OCR has recognised. You can either retype the text or click with the cursor in the field you want to correct. When you move the cursor over the invoice, the mouse pointer will change into a hand. When you click on the text, it will be entered in the box you selected. When you have checked or corrected all the information, click on ‘Save’. Your invoice will now appear under ‘Expenditure’ (or ‘Income’ if you have specified that it concerns income). Billit can now automatically link it to a transaction or you can do this manually.

Scanning, recognising and importing documents and invoices via fast input

UBL invoices appear in Fast Input by default, but as they are structured xml files, this is not really necessary. You can also automatically send them to the ‘Income’ or ‘Expenditure’ menus by specifying this in the ‘Settings’ menu by checking in the ‘Fast Input’ box the ‘automatically process UBL in Fast Input’ option.

As mentioned before, OCR is self-learning. Although you may have to enter or correct a lot of information for a new supplier the first time, the OCR will be able to pre-populate a lot more information the subsequent times. Important to remember: OCR is never 100% accurate. That’s why it is essential to always check the pre-populated information.

Processing sales invoices

You can also import old sales invoices via ‘Fast Input’. These may be invoices that you created before you started using Billit and that still belong to the current quarter or financial year. Do not forget to specify at the top that it concerns Income rather than Expenditure. If you have entered your IBAN number in your company records, Billit will usually recognise that it concerns a sales invoice. After saving, these invoices will appear under ‘Income’.

Processing receipts

Did you send a receipt to Fast Input, or did your accountant specify that receipts should always be imported via Fast Input? Then specify ‘Invoice’ under type, but enter the category to which the receipt belongs as the supplier name. If you ever used a category when you sent invoices through the App, that category will already be in the suppliers’ drop-down menu. If you want to use a new category, you have to create it first. (This means that the supplier’s name is the category, and it does not have a VAT number. Receipts with supplier’s names and VAT numbers are recognised as invoices and do not appear in the export).

Processing documents

You can also import regular documents. When you choose this option, your files will not be converted to a UBL format but saved in the ‘Documents’ menu. This is useful for storing documents that you want to share with your accountant and that should not be converted to UBL, such as rental agreements.

If you try to save a document but have not completed all the required fields, an error message will appear. You may also see one of the following warnings:

Double input: This warning will appear in the box under the invoice if Billit suspects that a document was uploaded twice. Check this message, but do not hesitate to click on ‘Save’ if the message(s) is/are not justified.

IBAN number does not match: This warning will appear in the box under the invoice if Billit suspects that someone has added an incorrect IBAN to the invoice in order to unlawfully receive the payment on that account number. Billit will display this message if the IBAN in the supplier’s records is not the same as the IBAN on the invoice.

Higher than expected amount: This warning will appear in the box under the invoice if Billit suspects on the basis of historical data that the invoice is significantly higher than in the past.

Incorrect company: This warning will appear if the company’s VAT number is not found on the invoice.