In this getting started guide, we are using Xero integration as an example. If you are using a different accounting or ERP system, the connection to your system and export of the invoices might vary.
After you pick the right plan for your company and sign up with Ocerra, we'll create an account for you. Please, allow us one business day, we will send you the login details and your unique Ocerra inbox address*.
If you haven’t received any details after submitting the form, please check your spam folder.
*Ocerra inbox is your unique email address to send or forward invoices to the system. For example, [email@example.com]
2. Connect to your system
When you have received your login details, go to app.ocerra.com. We recommend bookmarking this page for your convenience.
- In the app, go to Settings and select Xero as your integration and click +connect.
- Click Sync Chart of Accounts and Vendors/Suppliers. This is a minimum required for the integration to work.
- Click Sync PO and Items only if you are using them.
Now, the system is ready to use!
NOTE: This process may vary depending on your system and implementation.
3. Submit invoices to your Ocerra inbox
- To submit invoices to Ocerra, you can use your unique email address [firstname.lastname@example.org] or manually upload invoices to the system.
- To save time, you can share your new email address for invoices with your suppliers directly or set-up forwarding from your current email address(es).
- If your suppliers add any messages to the body of the email, you can find it under the Inbox tab.
4. Reviewing invoices
Once invoices are in the system, you should review and adjust any information that is missing or incorrect (if necessary).
- Go to the Invoices on the menu and you will see a list of all your incoming invoices. All new invoices will appear at the top with the "Received" status:
- Open an invoice you want to review. You will see an original document on the left and data extracted on the right:
Every new invoice from the new supplier will require some manual intervention at the beginning:
5. Matching invoice layout with supplier
- As shown above: Click on the supplier field and start typing a supplier name that is on the invoice, then pick from the drop-down menu and click save.
- If your suppliers are aligned with GL codes/Tax accounts, it will auto-fill it on the invoice too, as in the GIF example above.
- Note: You will only need to do it once per supplier, unless a supplier has multiple GL codes per invoice. Read more about GL Codes/Tax Accounts here.
6. Invoice annotation (training)
When invoices arrive in Ocerra, the system performs the data extraction process almost instantly. However, some information might be missing or incorrect on the header or table lever – this is normal. There is no such technology in the word that can auto-extract all the data correctly in the first go. There are too many invoice layouts and designs; so, the system needs to get familiar with your invoices first. We call this process - annotation.
The annotation process is the way to show the system where the correct or missing values are. Once the system knows where the values are on the new invoice design, it will auto-fill all the data for you. You will only need to do it once per supplier, except some poorly designed, poorly scanned or partially hand-written invoices - we call them invoice exceptions: you will always need to manually correct them before exporting to your system.
Note: Annotation is a part of the implementation process, and if you have ten, hundreds or thousands of suppliers, we will pre-train most of your invoices for you. However, you should also get familiar with the process, so you can train the system whenever you get a new supplier or suppliers changes invoice layout. Please refer to this article to learn about annotation process.
7. Exporting invoices
Depending on your workflow setup, you can export invoices in different statuses to your system. In this Xero example, you can export either Submitted or Approved invoices.
- Invoices in the Submitted status will appear in the “Waiting for the approval” folder in Xero.
- Invoices in the Approved status will appear in the “Awaiting payment” folder in Xero.
To export invoice, go to the Export:
- Select invoice(s) you want to export to your system and click the Export Invoices:
Once you have exported invoices from Ocerra, they will be gone from your main invoice list, you will be able to find them on the Export page by selecting "exported" invoices using filters.
Please note, this process might differ depending on your integration or ERP system.
8. Sync payments
When you pay your invoices in your system, Ocerra will sync payment information back to Ocerra.
Your payment report should appear in the Payments.
9. Archive invoices
We recommend archiving invoices after they have been paid in your system, or after the period ends. This way, paid invoices won’t clutter your Ocerra inbox, and you will have a clear view of the incoming invoices for the current period.
You can find archived invoices on the Archive page. Ocerra keeps any archived items in this folder for one year only.
In our out-of-the-box integrations, we export the original PDF files to your system for a record.