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AI Accounting Document Classification

Automatically distinguish vendor bills and customer invoices, process multipage PDFs, and create smart accounting entries in Odoo Documents Account.

Vendor Bill
Customer Invoice
Multipage PDF
Auto Entries

Overview

AI Documents Account module extends AI Documents with intelligent accounting document classification. The system automatically distinguishes vendor bills and customer invoices based on company information, processes PDF files containing multiple invoices, and automatically creates accounting entries. Save 80% document processing time.

Key Features

Key points

  • • Automatically distinguish Vendor Bills and Customer Invoices

  • • Smart logic: Compare customer name/email with company info to determine invoice type

  • • Multipage PDF processing: Detect and tag "To Split" for files containing multiple invoices

  • • Automatically create accounting entries after invoice classification

  • • Classify contracts, NDAs, and insurance into Legal/Insurances folders

  • • Integration with Documents Account to create Vendor Bill/Customer Invoice

  • • Automated workflow from Inbox to Finance with complete accounting entries

Accounting Terminology

Key points

  • • Vendor Bill: Invoice where your company is the buyer of goods/services

  • • Customer Invoice: Invoice where your company is the seller of goods/services

  • • Multipage: PDF file containing multiple separate invoices

  • • To Split: Tag marking documents that need to be split into multiple files

  • • Finance: Folder containing invoices and financial documents

  • • Legal: Folder containing contracts and legal agreements

  • • Insurances: Folder containing insurance contracts

Vendor Bill vs Customer Invoice Logic

Key points

  • • Vendor Bill: Customer on invoice = Your company name OR Customer email = Your company email

  • • Customer Invoice: Customer on invoice differs from your company name/email

  • • AI reads company info from Settings > Companies for comparison

  • • Automatically creates corresponding Vendor Bill or Customer Invoice

  • • Moves to Finance folder and creates accounting entry

Automatic Invoice Processing Workflow

Steps

  • 1. Upload invoice to Inbox folder (or receive via email alias)

  • 2. AI analyzes: Check if file contains multiple invoices (is_multipage)

  • 3. If multipage: Add "To Split" tag and stop processing (avoid confusion)

  • 4. If single page: Read customer information and compare with company

  • 5. Classify: Create Vendor Bill (purchase) or Customer Invoice (sales)

  • 6. Move to Finance folder and automatically create accounting entry

  • 7. Notify user of results via Chatter

Multipage Document Processing

Key points

  • • AI detects PDF files containing multiple invoices (is_multipage = True)

  • • Automatically adds "To Split" tag and stops classification

  • • User manually splits file using Split button in Documents

  • • Choose split method: by page, by quantity, or manual

  • • Child files created automatically and AI classifies each file separately

  • • Each invoice processed independently with separate accounting entry

Default Inbox Folder Configuration

Key points

  • • Inbox folder pre-configured with smart AI classification

  • • AI instructions: Check multipage > Classify invoices > Classify contracts

  • • AI tools: Move To Folder, Add Tags, Create Vendor Bill, Create Customer Invoice

  • • Invoices > Finance, Contracts/NDA > Legal, Insurance > Insurances

  • • Automatically create accounting entries for invoices after classification

Real-World Use Cases

Key points

  • • Email invoice processing: Email alias > Inbox > AI classify > Finance > Auto entry

  • • PDF with 20 invoices: Upload > "To Split" tag > Split into 20 files > AI classifies each

  • • Distinguish purchase/sales: Invoice customer = Your company > Vendor Bill, else > Customer Invoice

  • • Contracts and insurance: Automatically move to Legal/Insurances with appropriate tags

  • • Time savings: Reduce from 5 minutes to 30 seconds per invoice

Configuration Requirements

Key points

  • • AI Documents module must be installed first

  • • Documents Account module must be installed

  • • OpenAI API key or compatible AI service

  • • Complete company information: Name and Email in Settings > Companies

  • • Company information must match information on invoices

Effective Usage Tips

Key points

  • • Configure accurate company name and email in Settings > Companies

  • • Check company name on invoices matches name in Odoo

  • • Add name variations to AI Prompt if multiple spellings exist (Co., Company)

  • • Train AI with 5-10 sample invoices from different vendors

  • • Use custom tags: "Needs Review" for invoices >$50K, "Paid", "Overdue"

  • • Regular review: Check Finance weekly, filter last 7 days

Common Troubleshooting

Key points

  • • AI cannot distinguish purchase/sales: Check company name in Settings matches invoice

  • • Multipage not detected: Check PDF file, manually add "To Split" tag

  • • No accounting entry created: Check Create Vendor Bill/Customer Invoice tools selected

  • • Wrong classification: Add more specific conditions to AI Prompt with exact company name

  • • Auto "To Split" tag missing: Check Add Tags tool selected in configuration

Business Benefits

Key points

  • • Save 80% accounting document processing time

  • • Reduce data entry and manual classification errors

  • • Increase consistency in invoice management

  • • Fast and accurate batch processing

  • • Automation from email to accounting entry

  • • Easy document search and tracking

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