How to Automate Invoice Processing with TukiDocs

Manual invoice processing is one of the most time-consuming tasks for finance teams, often leading to delays, errors, and wasted resources. With TukiDocs, you can automate this entire workflow in under 30 minutes. This guide will walk you through the complete setup process.

The Problem with Manual Invoice Processing

Before diving into the automation solution, let's understand the challenges of manual invoice processing:

• Time consumption: Finance teams spend an average of 15-20 minutes per invoice with manual processing.
• Error-prone: Data entry mistakes occur in approximately 4% of manual entries, leading to payment issues.
• Delayed approvals: Physical or email routing of invoices creates bottlenecks in the approval process.
• Poor visibility: Tracking invoice status becomes difficult without a centralized system.
• Storage challenges: Maintaining compliant archives of paper invoices requires physical space and careful organization.

TukiDocs solves these problems through AI-powered data extraction that achieves 99% accuracy, even with complex invoice layouts and multiple languages.

Setting Up Your Invoice Automation Workflow

Step 1: Create Your TukiDocs Account

If you haven't already, create your TukiDocs account at tukidocs.com/signup. The 14-day free trial gives you full access to all features with no credit card required.

Step 2: Define Your Extraction Template

In your TukiDocs dashboard, navigate to "Templates" and click "Create New Template." Name it "Invoice Processing" or something similar.

TukiDocs needs to know what data to extract from your invoices. For most businesses, you'll want to capture:

• Invoice number
• Invoice date
• Due date
• Supplier information (name, address, tax ID)
• Line items (description, quantity, unit price, total)
• Subtotal, tax amounts, and total
• Payment terms and instructions

The template editor allows you to mark these fields visually. Upload a sample invoice and use the point-and-click interface to identify each data point you want to extract.

Step 3: Train the AI with Sample Invoices

For optimal accuracy, upload 5-10 sample invoices from your most common suppliers. TukiDocs will analyze patterns across these documents to improve extraction accuracy.

For each sample invoice, verify the extracted data and make corrections if needed. Each correction helps the AI learn and improve future extractions.

Step 4: Set Up Your Integration

TukiDocs can push extracted data to your existing systems. Navigate to "Integrations" and select your accounting software or ERP system. TukiDocs supports:

• QuickBooks Online
• Xero
• SAP
• Oracle NetSuite
• Microsoft Dynamics
• And many more via API

Follow the integration wizard to authenticate and map TukiDocs fields to your accounting system's fields. For custom integrations, use our REST API with comprehensive documentation available in the developer portal.

Step 5: Configure Your Invoice Input Methods

TukiDocs offers multiple ways to input invoices:

• Email forwarding: Set up a dedicated email address that automatically processes attachments when invoices are forwarded to it.
• Folder monitoring: TukiDocs can monitor a cloud folder (Dropbox, Google Drive, OneDrive) and process new documents automatically.
• Direct upload: Manually upload invoices through the web interface or mobile app.
• API submission: Programmatically submit invoices through the API.

For most users, we recommend setting up the email forwarding option. This allows your team to simply forward supplier invoices to a dedicated address like invoices@yourdomain.tukidocs.com.

Step 6: Create Approval Workflows (Optional)

If your organization requires approval workflows, navigate to "Workflows" and create a new workflow. You can define:

• Approval thresholds based on invoice amount
• Multiple approval levels for different thresholds
• Automatic routing based on departments or cost centers
• Escalation rules for delayed approvals

Each approver will receive notification emails with links to approve or reject invoices, with the option to add comments. All actions are tracked in the audit log for compliance purposes.

Results and ROI

After implementing TukiDocs for invoice automation, our customers typically see:

• 90% reduction in processing time per invoice (from 15-20 minutes to 1-2 minutes)
• 99% accuracy in data extraction, eliminating most data entry errors
• 50% faster approval cycles with digital workflows
• 80% reduction in late payments due to improved processing speed
• 100% digital audit trail for compliance requirements

Advanced Tips for Power Users

Multi-Currency Support

If you receive invoices in multiple currencies, enable the multi-currency feature in Settings. TukiDocs will automatically detect the currency and can even apply current exchange rates for reporting purposes.

Line Item Categorization

Train TukiDocs to categorize line items based on your chart of accounts. This allows for automated GL coding, saving additional time during the posting process.

Vendor-Specific Rules

Create vendor-specific processing rules for your top suppliers. For example, you might want certain vendors' invoices to follow specific approval workflows or have particular GL codes applied automatically.

Getting Support

If you encounter any challenges during setup, our support team is available via:

• Live chat in the TukiDocs dashboard (24/5 support)
• Email at support@tukidocs.com
• Scheduled implementation calls for premium users

We also offer custom implementation services for companies with complex requirements or integration needs.

Conclusion

Invoice automation with TukiDocs transforms a tedious, error-prone process into a streamlined workflow that saves time, reduces errors, and improves financial visibility. The 30 minutes you invest in setting up this automation will save hundreds of hours annually while improving accuracy and compliance.

Ready to get started? Sign up for a free trial at tukidocs.com or schedule a demo with our team to see TukiDocs in action with your specific invoice types.