Rave's AI Document Scanning Has Arrived

Say goodbye to hours of manual data entry. Rave's new AI Document Scanning feature allows you to email your supplier bills and credit notes directly to a dedicated Rave email address. 

Our AI then automatically scans the document, extracts the key information and intelligently matches it to the correct Quote, Purchase Order or Project.

Using smart colour-coded matching, Rave highlights which documents are a perfect match and which require your attention, making it easy to review exceptions while confidently approving the rest.

Even if you don't use Quotes or Purchase Orders, you can still take advantage of AI scanning. Rave will extract the supplier details, totals, GST and individual line items, creating the bill for you. 

Simply review, approve and send it through to Xero, no manual retyping required.

Benefits

• ✔ Automatically scan supplier bills and credit notes using AI

• ✔ Match documents to Quotes, Purchase Orders or Projects

• ✔ Smart colour coding instantly highlights perfect matches and exceptions

• ✔ Extract line items, GST and supplier information automatically

• ✔ Reduce manual data entry and costly errors

• ✔ Approve and send directly to Xero

• ✔ Save hours of administration every week so you can focus on running your business instead of processing paperwork.

Spend less time entering invoices and more time building.

From the Financial tab on the top navigation bar, select Bills, then choose Scanned Bills.

This will open the Document Scanning home page, where you can view, review and manage all scanned supplier bills and credit notes.

Can't see the Scanned Bills option?
If the menu item isn't available, it may be because:

• You don't have permission to access Document Scanning, or

• Your business hasn't subscribed to the Document Scanning add-on module.

If you believe you should have access, please contact your Branch Owner or Rave Support.

Notes:

You can choose one or more Purchase Orders to match the single bill to.

You can choose quotes to match the bill to from the drop-down if there is no PO.

You can skip PO and Quote and just match the bill to the correct project.

You can match multiple PO lines to multiple bill lines, or one-to-one.

From within a scanned bill, you can choose to Convert and then review the next, or Convert as Draft

Click into the first scanned bill from NS Drainage. 

The scanner has detected a Purchase Order, but it hasn't found a complete match.

On the left-hand side of the screen, select Associated Row Line to locate the matching Purchase Order line item and link it to the bill. If there are multi lines you can bulk select to match or single select. 

You'll notice this bill is a progress claim, not for the full Purchase Order amount. In the Total Cost column, enter the billed amount of $2,365.00. Rave will automatically calculate the billed percentage as 0.225238 (22.5238%) and apply this against the Purchase Order.

Review the remaining bill details to ensure everything is correct, then click Convert & Approve.

When you return to the Purchase Order Ready to Convert Page, you'll see the Remaining to Bill value has reduced to $8,135.00, accurately reflecting the progress claim against the original Purchase Order.

The second scenario demonstrates a supplier bill for a stage claim, where the supplier has invoiced 0.03 of each line item.

Rave has successfully scanned the bill and identified that the supplier has rounded the quantity up. Based on the stage claim, the correct quantity should be 0.025, so we've updated the quantity to reflect the actual billed amount.

In this example, there is no Purchase Order associated with the bill. However, Rave has detected the Project ID on the supplier invoice and automatically matched the bill to the correct project.

Once you've confirmed the quantities, pricing and coding are correct, click Convert & Approve to create the supplier bill in Rave.

In this example, the supplier did not include the Purchase Order number on their bill, so Rave was unable to automatically match it.

Using the Match Purchase Order field, we've searched for the correct Purchase Order/s. Rave has found it and automatically matched three line items as perfect matches.

You'll notice the freight charge is highlighted in red. This is because the freight wasn't included on the original Purchase Order but has been charged on the supplier bill.

After reviewing the bill and confirming the additional freight charge is valid, click Convert & Approve. The matched line items will be linked to the Purchase Order, while the freight charge will be added as an additional bill line item.

When matching a scanned bill, you can select more than one Purchase Order from the same supplier.

Click the Matched Purchase Order box and select all of the Purchase Orders you need to match the bill against.

Then, work through the bill line by line and select which Purchase Order each item should be matched to.

This is useful when a supplier sends one bill that covers items from multiple Purchase Orders.

AI Document Scanning Plans

A one-off $200 + GST setup fee applies to all plans. This covers configuring the AI scanning service and preparing your documents for processing.

All plans are billed monthly. Scan allowances reset each month.

See What Rave Document Scanning Could Save Your Business

Manually processing supplier documents takes time. At an average of 8 minutes per document, the admin hours and labour costs quickly add up.

With Rave Document Scanning, much of that manual data entry is automated, helping your team spend less time processing paperwork and more time running projects.

The potential impact

At 70 documents per month, Rave Document Scanning can save you approximately $197 and 10 hours of manual labour per month and $2,364 per year.  

For larger volumes, 1,000 documents per month, Rave Document Scanning could help avoid around 133 hours of manual processing and save approximately $3,010 per month or $36,120 per year.

Less data entry. Less admin cost. More time for your team to focus on the job.

Figures are indicative and based on manual processing taking 8 minutes per document at a labour cost of $27 per hour. Actual savings will vary depending on your workflow and document review requirements.