1. Start with Ocerra
To start or test-drive Ocerra, you have to subscribe using Free Trial form on the website.
Once submitted we will 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, [firstname.lastname@example.org]
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 Xero tab and click +connect.
- Xero will ask you to allow access to Ocerra for 30-minutes*
- 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!
*Xero allows connection with Ocerra only for 30-minutes, so you will need to reconnect after that time, but you don’t need to sync CA or suppliers again.
For more details on how to connect with Xero, please follow this guide.
3. Import invoices to your Ocerra inbox
Tip: We recommend starting with one supplier and prepare a few different invoices to kick-start the process.
- To import invoices to Ocerra you can use your unique email address [email@example.com] or manually upload invoices to the system.
- In the example below, I'm sending invoices to my Demo account:
- 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.
- If you are unsure what is your email address you can check it in 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 and you will see a list of all your incoming invoices. All new invoices will appear at the top:
- 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:
Here’s what you need to do for a new supplier:
- Pick a supplier name from the drop-down menu and click "save"
As shown above, choose supplier name from the drop-down list and click "save". This action will auto-fill GL codes (Account) on the invoice. Please note, you will only need to do it once per supplier.
Next time you will receive an invoice from the same supplier, the system will auto-fill Supplier name and GL codes for you.
- Adjust information - if necessary
During extraction, some information might be missing or incorrect on 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 formats 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.
Please, refer to this article to learn how to annotate an invoice or watch this video to understand the annotation process in action.
Good to know:
Annotation process is a part of the implementation process, and if you have ten, hundreds or thousands of suppliers, we will set this up for you. However, you should still get familiar with the process.
5. Approving invoices
Once you are happy with all the information, you can either submit an invoice for the approval or if you are an approver, submit and approve at the same time.
By default, we are setting up the first user of the system as an approver. You can set up your approval workflow later.
You can set up to skip the option of writing a comment.
6. Exporting invoices
You can export invoices with either Submitted or Approved statuses.
- 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 Xero and click the Export Invoices:
- If the Export Invoices button is missing, this means that your sync session is expired. Click to +connect button to reconnect and then select invoices that you want to export to Xero.
Once you have exported invoices from Ocerra, they will disappear from your Export page but not from the system. If you want to check and review them later, use the filter on the page.
7. Sync payments
In Xero, pay or mark invoices as “paid” then go to Xero tab in Ocerra and Sync payments.
Your payment history should appear in the Payments.
8. Archive invoices
We recommend archiving invoices after they have been paid it in Xero, 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.
Go to invoices and pick an invoice you would like to archive, click the “archive” button.
Please note, when you archive invoices in Ocerra, they will disappear from its search. However, you can still find an original document in your accounting or ERP system, as we export it with the original file attached.