Reapit Invoice Importer (APAC only)

Owned by Roman Neurauter
Last updated: Aug 15, 2022 by Fiona Hardy
4 min read

This guide has been reviewed against our global client base and classed as relevant to APAC only

Reapit Invoice Importer is a streamlined, invoice processing tool designed to minimise manual handling and data entry for the end user. It is represented by the following process flow chart:

The following process guide will assist with using this feature - along with some helpful hints, tips and troubleshooting steps

1. Forward invoices for processing

A PDF invoice, either scanned or original, can be forwarded as an attachment to the email address provided by the third party (example email: i-clientname@reapit.lockr.ws)

The following practices are acceptable:

  • Many invoices attached to one email

  • Multi-page scans
    For example: if you scan several invoices at once and your scanner outputs a single PDF with many pages included (you don’t have to forward each invoice as a separate attachment)

2. Allow a few minutes for invoices to process

The Invoice Importer AI process will read the document, identify individual invoices, read the data contained and process according to logical business rules

  • Exceptions and unprocessed documents will be notified to you by e-mail

    Refer to the Error reporting and Repair section of this article for correcting these exceptions

3. Run the Invoice Capture custom report

From the main menu:

  • Click Reports 

  • Select Custom Reports, then click Import Supplier Invoices to run the importer. 

    This will import all invoices that were processed by the third party



4.  Invoices are imported and records are created

These will appear as pending invoices via the Rentals, Supplier Invoices option:

  • Click Pending Authorisation

  • The original PDF relating to the invoice record will be attached in the Docs area of the pending invoice

 

Additional Information

  • If scanning invoices, only scan the invoice detail pages - header pages and trailing pages (newsletters, etc.) should be avoided if possible

  • Do not use stamps, such as ‘Received’ on invoices prior to scanning

  • Ensure scans are as straight as possible and at a high resolution

  • Beware of attaching large volumes to a single email – the size of the attachments may slow or prevent delivery of the email

  • Invoice Capture can be run on a click free, automated schedule

Typical reasons why an invoice PDF might not be successfully captured:

  • The property address could not be clearly identified, or there are duplicate property records in Reapit

  • The supplier record could not be clearly identified, or there are duplicate supplier records in Reapit

If an invoice cannot be captured, an email response will be provided including a link to the self-service portal, where you will be guided to repair the problem.

In the example below, the mismatched address problem can be repaired by searching your Reapit database for the correctly matching address. 

The repair will be ‘remembered’ by the Invoice Capture product, so that next time the same scenario is treated the same way.

Example email response:

Example problem repair using the self-service portal:

Once any repairs have been committed, the invoice will be flagged for processing and become available for importing into your Reapit system. 

Please note: supplier matching repairs are handled the same way as property matching repairs. 

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