This is a general getting started guide assuming that your accounting or ERP system is already connected with Ocerra. Please read it to get familiar with what you need to do to process invoices using Ocerra.

Here are quick product tours with Xero and MYOB.

1. Accessing Ocerra

  • To access Ocerra application, please go to the:
  • To log in, enter your email and password:
    • When we create an account for you, we'll send an invite to a subscriber email. This email will contain a temporary password generated by our system.

Setting up a new user

2. Email or forward invoices to your Ocerra inbox

3. Review processed documents

  • Emails with PDF attachments are automatically fed through to your Invoices lists in Ocerra. 
  • All new invoices will appear at the top with the "Received" status:

  • Click on the invoice number to review your document. You will see an original document on the left and data extracted on the right:

4. Add required data to the invoice

  • Supplier matching - Ocerra syncs suppliers from your system and you will need to match a supplier with an invoice layout the first time. Ocerra will remember your match next time. A supplier's invoice layout may vary, and in some cases, you may need to match it more than once until the system has all the layout variations for this supplier.
  • Invoice annotation - some invoice layouts may require invoice annotation (AI-training). Ocerra has an intelligent, AI-powered data extraction engine. It can be trained to extract data in case it wasn't extracted in full or correctly the firs time.
  • Please note that not all invoices can be trained up to 100%, some invoice layouts will always require some manual intervention.
  • Code your invoice - if you have matched invoices with a supplier from your system, and this supplier has default settings such as account, tax or terms, Ocerra will automatically bring it up for you. Also, you can always update this information. Ocerra's data extraction screen is fully editable.
  • Balancing invoice - Ocerra has in-build calculator to ensure accurate numbers are being exported to your system. It will highlight when header amounts such as net, total and tax are not matching with the line level calculations. Please refer to this article for more information.

5. Exception invoices

  • Please note that not all invoices can be trained up to 100%, some invoice layouts will always require some manual intervention.
  • Please review this article for most common exceptions and how to quickly adjust them without much effort.

6. Approving invoices

  • Every setup has a standard one level approval workflow: 
    • Invoice Received - Invoice Submitted or Invoice Approved/Invoice Declined.
  • If you are not using approval in Ocerra, you can skip the Submit step as it will require you to assign an approver:

  • Click Approve if it is balanced and you are happy with data extraction. This way, you will differentiate Approved invoices from newly Received. 
  • Usually, Approved means that invoice is ready to be exported to your system.
  • Also, approve means that you have just approved an invoice in Ocerra for export and it won't change an existing approval process in your system.

Approval configuration

If you have one level approval, you can use an existing setup. Also, status names, approval levels and limits are configurable in Ocerra upon request.

7. Exporting to your system

  • Navigate to the Export page, select invoices that you would like to export.
  • Click the Export Invoices button.
  • Exported invoices will be still visible in the Invoices list and if you would like to view them from the Export list, you will need to filter Exported = Yes. Exported invoices can be edited and re-exported again if needed.

(!) When you are comfortable with Ocerra creating bills for you in your system, you can set up auto-export. Please note that this functionality is only available for MYOB Advanced and Xero.