Overview
Processing vendor invoices manually is time‑consuming and prone to data entry errors. Teams often spend significant time reviewing PDF invoices, typing invoice details into work orders, and validating vendor information—delaying payments and increasing reconciliation risks.
Prism's AI Data Extraction for Vendor Invoices streamlines this process. By uploading a PDF invoice directly to a work order, Prism automatically extracts key invoice details and populates them into the vendor invoice form in seconds, while still allowing full user review and control.
What the AI Data Extraction Feature Does
When you upload a vendor invoice PDF to a work order, Prism's AI automatically extracts as much information as possible, including:
- Invoice number
- Total invoice amount
- Vendor company
- Other recognizable invoice details
Extracted fields are clearly marked with an AI icon, making it easy to identify which values were auto-populated. You can edit any field at any time before saving.
The AI icon
How to Use AI Data Extraction on a Vendor Invoice
Step 1: Navigate to a Work Order
- Open any work order.
- The work order can be assigned to any user.
Step 2: Add a Vendor Invoice
- Select the Vendor Invoice tab at the bottom of the work order.
- Click Add Invoice.
Step 3: Upload the Invoice PDF
- Select Browse to upload your invoice file.
- File requirements:
- PDF format only
- Maximum file size: 50 MB
- Once uploaded, the file name will display on the screen.
Step 4: Analyze the Invoice
- Click Analyze Invoice.
- The document will be processed and invoice data will be extracted.
- The analysis typically completes within a few seconds.
- A confirmation message will appear once extraction is successful.
Reviewing and Editing Extracted Data
- Extracted fields (such as invoice number and total amount) are automatically populated into the invoice form.
- Fields populated by AI are marked with an AI icon.
- You can edit any extracted value if corrections are needed.
- Once edited, the AI icon is removed, indicating the value is now user-entered.
- Add any information that could not be extracted, such as:
- Invoice date
- Notes
- Charge line details
Vendor Matching Logic
Prism attempts to match the extracted vendor name to an existing vendor in your Prism database.
- If a match is found, the vendor is automatically associated with the invoice.
- If no match is found:
- Prism defaults to the Assigned To company on the work order.
- This assumes the assigned company is billing for the work.
Important Vendor Reminder
- Vendors must exist in Prism to be selected.
- If the correct vendor does not appear in the dropdown:
- Exit the invoice process.
- Create the vendor in Prism.
- Restart the invoice upload and extraction process.
Always review the vendor field to ensure it is accurately represented before saving.
Work Order Insights
During invoice review, Prism also displays relevant work order details, including:
- Requesting company
- Issue type
- Labor and material charges
- NTEs (Not-To-Exceed amounts)
- Work order notes and location details
These insights help validate invoice accuracy before submission.
Finalizing the Invoice
Once all details are reviewed and confirmed:
- Click Save.
- The vendor invoice is created.
- The invoice automatically proceeds through any configured approval workflows.
Key Benefits
- Save Time: Convert PDF invoices into structured data in seconds
- Reduce Errors: Eliminate manual transcription mistakes
- Maintain Control: Review and edit all AI-extracted fields
- Ensure Accuracy: Vendor matching validates against your PRISM database
- Increase Efficiency: Focus on exceptions instead of data entry
Summary
Prism’s AI Data Extraction transforms vendor invoice processing from a manual task into an efficient, automated workflow. Your team benefits from faster processing, improved accuracy, and full visibility—while maintaining control over every invoice before approval and payment.