Answers to common questions about AP Agent, including what it does and doesn't do, and the situations where it behaves differently than you might expect.

What is AP Agent?

Do I still need to review every invoice?

Yes. AP Agent is AI, and AI can make mistakes. It can misread figures, pick the wrong vendor, miscode a line item, or leave fields blank. You are responsible for reviewing and correcting every invoice before sending it to approval.

Does AP Agent approve or post invoices?

No. AP Agent only prepares the draft. Every invoice still goes through your normal review and approval workflow.

What happened to the Extract button and the gear-icon mapping?

With AP Agent enabled, extraction runs automatically when an invoice arrives. There is no Extract button in the invoice slide-out and no per-vendor mapping step.

Which invoices does AP Agent process?

Invoices that arrive by email to your AP Inbox address, and invoices you drag and drop onto the AP Inbox. Invoices created through the Add Draft Invoice menu (manual add or upload) are not processed.

I created an invoice manually. Can I run AP Agent on it?

No. AP Agent does not process invoices created through Add Draft Invoice, and there is no option to run it afterward. To have AP Agent process the document, bring it in by email or drag and drop instead.

How long does processing take?

Most invoices finish in under 30 seconds. Invoices with more pages or line items can take a little longer. The invoice shows Processing in the AP Agent column of the AP Inbox until it finishes.

What is the "Extracting Invoice Details" pop-up? Can I turn it off?

This pop-up appears when you drag and drop an invoice. It explains what AP Agent will do and reminds you to review the results. Select Extract to begin. Emailed invoices do not show the pop-up.

To skip it in the future, check Don't show this again before selecting Extract. This preference is saved in your browser, so the pop-up will appear again if you clear your cookies or use a different device or browser.

I closed the pop-up with the X. Where did my invoice go?

Closing the pop-up cancels the upload entirely, and the file is not saved. Drag the file in again and select Extract.

What happens if one PDF contains several invoices?

When the file arrives, AP Agent determines how many invoices it contains and splits them into separate draft invoices, extracting each one separately.

I moved pages to a new or existing invoice. Why didn't the fields update?

AP Agent extracts data only once, when the invoice first arrives and is split. Using Move to New Invoice, Move to Existing Invoice, or Move Each Page to New Invoice afterward does not re-run extraction. Review and update the fields on each affected invoice manually or re-upload them via drag & drop or email.

My invoice shows Extracted. Does that mean everything is correct?

My invoice shows Needs Review. Are the highlighted fields the only ones I need to check?

No. Highlighted fields are ones AP Agent was less confident about, so they are a good place to start. Other fields can still be wrong. Review the entire invoice.

Does Needs Review mean my line items don't add up to the total?

No. Needs Review is about AP Agent's confidence in specific fields, not whether the invoice balances. Use the remaining-balance footer in the line items table to confirm the line items reconcile.

How do I know which fields are highlighted?

Highlighted fields are outlined in orange with a ? icon. Hover over the icon to see the review message. If the value is correct, no change is needed.

An invoice has a vendor issue and low-confidence fields. Which status will it show?

Review Vendor. It takes priority over Needs Review because the vendor must be resolved first.

Why didn't AP Agent create the vendor automatically?

This is intentional. Creating vendors automatically could fill your vendor list with duplicates and misspellings. AP Agent holds the extracted details and lets you decide whether to select Create Vendor.

AP Agent said it couldn't identify a vendor, but the vendor already exists. What should I do?

Search for and select the correct vendor in the Vendor field. Do not select Create Vendor.

This usually happens when the vendor is saved in Inn-Flow under a name that differs from what's printed on the invoice. Consider renaming the vendor record to match its billing name so AP Agent finds it next time.

What does "We identified the vendor but didn't see an existing contract" mean?

The vendor exists in Inn-Flow but isn't set up with a contract for this hotel. Select Create Contract on the banner to open the Add New Contract form, pre-filled for that vendor.

What happens when I select Create Vendor or Create Contract?

The Add New Vendor or Add New Contract form opens, pre-filled with details AP Agent extracted from the invoice. Review every field, complete anything required that is blank, and select Add Vendor or Add Contract to save.

I closed the banner by mistake. How do I get it back?

Selecting the X hides the banner for your current session. While it's hidden, you can't use it to pre-fill a new vendor or contract. Close the invoice and reopen it, and the banner will appear again.

Coding and Tax & Fees

How does AP Agent choose the COA for each line item?

It first checks the vendor's coding history and uses the COA last applied to the same line item. If there is no history, it selects the best-fit expense COA for the hotel. History-based coding is generally more reliable, so give AI-selected COAs a closer look.

Will AP Agent get more accurate over time?

Yes, especially for COA coding. Every invoice you correct and send through adds to the vendor's coding history. Because detailed line items are only now being captured consistently, expect accuracy to build over the coming months, and expect a vendor's first few invoices to need more attention.

Why are tax & fees spread across my line items?

Your organization's Tax & Fees Allocation setting controls this. The default is Allocate Proportionally, which spreads tax and fees based on each line item's dollar amount. You can adjust the allocated amounts on any invoice before sending it to approval.

Why didn't some line items receive any tax & fees?

Tax & fees are allocated only to line items AP Agent identified as taxable. If a line item should carry tax and doesn't — or carries tax and shouldn't — adjust the Tax & Fees amounts on the invoice.

Where is the Tax & Fees Allocation setting, and who can change it?

Go to Settings > AP Settings > General and find the AP Agent section. Any user who already has access to the AP Settings page can change it.

Can each hotel use a different tax & fees allocation?

No. The setting applies to the entire organization. Changing it affects invoices extracted at every property.

What types of documents work best?

Clear, legible PDFs produce the best results. Photos of paper invoices, faxes, handwriting, and skewed scans are more likely to produce errors and should be reviewed especially carefully.

Where do I report a problem with an extraction?

Since AI can make mistakes, and improves as it learns your AP history, we suggest not reaching out to our support team for each of these mistakes. If you notice something was extracted incorrectly, or the wrong vendor or COA was chosen, simply correct it and the AP Agent will learn from the update.