Organisation Administrators and Workflow Managers can configure ApprovalMax Capture to extract document lines as item-based lines for QuickBooks Online Bills and Expenses.
To enable item-based line extraction
From the main menu, go to Approval workflows and select the Bill workflow or Expense workflow you want to configure:
In the workflow editor, click on the gear icon to open the Workflow settings:
Open the Capture tab and under Extract document lines as, select Items:
Click on Save changes.
Once enabled, documents processed by Capture for this workflow will create item-based lines in the request.
How Capture identifies items
When a document is uploaded, OCR extracts line details, including vendor product codes when available.
ApprovalMax then attempts to identify the correct item using the following logic:
Capture reads the vendor product code from the document.
ApprovalMax looks at the supplier history to determine which QBO Items were previously used on bill lines where that vendor product code was recognised by OCR.
If a match is found, the Item field is automatically populated in the request line.
If no match is found or no product code is detected, the line is still created as an item-based line, but the Item field remains empty and can be selected manually.
Other line details, such as Quantity, Unit Price, Description, and Amount, are filled using the information extracted from the document.