What is Invoice Assistant?
Enhanced by AI, Invoice Assistant helps you avoid errors and omissions when preparing payments.
Its operation is simple: just send your invoices to a dedicated email address, and our Assistant will automatically prepare the payments securely. All you have to do is confirm your payments!
More specificaly, AI-driven Invoice Assistant creates payment drafts on your iBanFirst account after scanning, reading and extracting all important information from invoices that you sent by email (bank requisits, address, amount, etc.). Less then one minute later, Invoice Assistant answers you back asking to log into your account to review and approve payment drafts.
How to activate your Invoice Assistant?
Go to the Setting on iBanFirst platform (on the left of your screen)
Activate "Invoice Assistant" (only available for the users with Admin rights)
Once you activate Invoice Assistant, you will receive a Welcome email with your personnalised email address that you will use to send your invoices
What is invoice payment process with Invoice Assistant?
Send an email to your personalized Assistant, with one or several invoices attached in separate files (your can use PDF, PNG or JPEG formats).
Wait for the Assistant to answer and follow its guidelines (you will receive an email from the Assistant less that one minute after sending your invoices).
Review and validate one or several payments from the platform (as indicated in the email sent by the Assistant)
Is it secure?
Personalised security code that you receive in your first Welcome email from the Assistant ensures that your communications with the Assistant are legitimate.
Does it work with non-PDF invoices?
Yes, in addition to PDF files, the Assistant can also process invoices in JPEG and PNG formats.
How to send several invoices at the same time?
the Assistant can detect several PDF invoices per email, as long as they are in separate files.
The Assistant does not yet support the identification of several invoices within one document. If this is relevant for your business, let us know at [email protected].
What does Invoice Assistant Welcome email look like?
The Assistant email will be formated as [email protected].
How many users from the same company can run their invoices via Invoice Assistant?
There is no limit regarding the number of authorized users.
We recommend adding your shared invoicing email address ([email protected]) as well as your invidual email addresses, depending on your internal processes.
What answer can you expect from Invoice Assistant?
There are three possible answers:
Well-processed invoice: please review and validate the payment draft directly on the platform, in the Payment > In progress section.
Partially-processed invoice: please fill in the missing information via the linked secure webpage.
Unprocessed invoice: follow the Assistant guidelines, depending on the usecase (missing attachment, unsupported file format, duplicate invoice, unavailable service).
Which currency account will it use if you have several in one currency?
The Assistant will use your Principal Account in this currency. You can change this from the platform, under the Accounts section.
Does Invoice Assistant detect and discard already-processed invoices?
If you have already processed the invoice via the Assistant, it will detect the invoice id that has already been imported, and will not process it.
Does Invoice Assistant detect new beneficiaries?
Yes, Invoice Assistant will automatically create a new beneficiary using the information from your invoice.
After that, you will receive an email from Invoice Assistant asking you to validate its creation or to fill the missing information if necessary.
Does Invoice Assistant recognize invoices with discounts on early payment?
Not yet, but let us know if this would be relevant for your business at [email protected].
If you encounter any technical issues, contact our CSM team at [email protected].