Invoice Capture

EZ Cloud supports multiple methods for getting invoices into the system. The available capture methods depend on your licensing model and organizational needs.

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Capture Methods Overview

Method	Description	Best For
Supplier Email	Dedicated email address for suppliers to send invoices	High-volume suppliers
Email Integration	Connect to your existing M365 or Google mailbox	Centralized AP inbox
Supplier Portal	Suppliers upload directly and track status	Supplier self-service
Manual Upload	Upload invoices through the EZ Cloud interface	Ad-hoc invoices
Scanner	Scan physical documents directly into EZ Cloud	Paper invoices

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Supplier Email Address

EZ Cloud can provision a dedicated email address for your organization in the format:

customername@ezcloudai.co

Suppliers send invoice PDFs and attachments to this address, and EZ Cloud automatically captures them for processing.

How it works:

1. EZ Cloud provisions your dedicated email address
2. Share this address with your suppliers
3. Suppliers email invoices as PDF attachments
4. EZ Cloud automatically captures and queues invoices for processing

Best Practice

Include your supplier email address on purchase orders and in supplier onboarding materials so vendors know where to send invoices.

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Email Integration

EZ Cloud connects to your existing email system using adapters for:

• Microsoft 365 (Outlook/Exchange Online)
• Google Workspace (Gmail)

This allows EZ Cloud to monitor your existing AP inbox and automatically pull invoices from incoming emails.

How it works:

1. Connect EZ Cloud to your M365 or Google mailbox during setup
2. Configure which folders to monitor (e.g., Inbox, specific subfolders)
3. EZ Cloud periodically checks for new emails with invoice attachments
4. Invoices are automatically extracted and queued for processing

Setup Required

Email integration requires configuration during implementation. Contact your EZ Cloud administrator or support if you need to set up or modify email connections.

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Supplier Portal

The Supplier Portal allows vendors to submit invoices directly into EZ Cloud and track their invoice status.

Supplier benefits:

• Submit invoices 24/7 without email
• View invoice status (pending, approved, paid, etc.)
• Ensure invoices reach the right destination
• Reduce back-and-forth communication

Your benefits:

• Invoices arrive in a consistent format
• Reduced manual data entry
• Better supplier relationships through transparency
• Audit trail of supplier submissions

Inviting Suppliers to the Portal

1. Navigate to Suppliers → Supplier List
2. Add a new supplier or find an existing one
3. Check Invite to Portal and submit
4. Supplier receives an email invitation to register

See Supplier Management (Essentials) for detailed instructions.

EZ Cloud Essentials

The Supplier Portal is available with EZ Cloud Essentials. Enterprise customers using ERP integration may have different supplier communication workflows.

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Manual Upload

Upload invoices directly through the EZ Cloud interface. This is ideal for invoices received outside normal channels or when processing ad-hoc documents.

Uploading an Invoice

1. Navigate to Invoices
2. Click the Upload button
3. Select your PDF file
4. Choose invoice pages and supporting documentation

Single Invoice Mode

Use Single Invoice Mode when your PDF contains one invoice (possibly with supporting documents).

Page selection guidance:

• Select only the vendor invoice pages
• Do not select:
  • Purchase Order (PO) pages
  • Contracts or service agreements
  • Packing slips or timesheets
  • Cover letters or routing forms

Why This Matters

Selecting extra pages can cause incorrect line item extraction. Most vendor invoices are 1-2 pages.

Steps:

1. Upload your PDF
2. Review the page thumbnails
3. Select only the invoice pages (not supporting docs)
4. Click Confirm Selection

Batch Invoice Mode

Use Batch Mode when your PDF contains multiple invoices (e.g., a scanned stack of invoices).

How to use Batch Mode:

1. Click Switch to Batch Mode from the upload dialog
2. Click an invoice row to select it
3. Click page thumbnails to assign pages to that invoice
4. Click + Add Another Invoice for additional invoices
5. Unassigned pages become supporting documentation shared by all invoices
6. Click Create Invoices when finished

Batch Upload Tips

• Review page assignments before submitting
• Supporting documents (POs, packing slips) are automatically shared across all invoices in the batch
• You can remove pages from an invoice by clicking them again

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Scanner Integration

For organizations processing paper invoices, EZ Cloud integrates with document scanners to capture physical documents directly.

How it works:

1. Place invoices in your scanner
2. Click the Scan button in EZ Cloud
3. EZ Cloud launches the scanner interface
4. Scanned documents are uploaded automatically
5. Proceed with page selection as with manual upload

Scanner Setup

Scanner integration requires a compatible scanner and driver configuration. Contact your IT team or EZ Cloud support for setup assistance.

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Choosing the Right Method

Scenario	Recommended Method
Supplier sends many invoices regularly	Supplier Email or Supplier Portal
Existing AP inbox receives invoices	Email Integration
One-off or occasional invoices	Manual Upload
Paper invoices from mail	Scanner
Supplier wants to track invoice status	Supplier Portal
Multiple invoices in one document	Manual Upload (Batch Mode)

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What Happens After Capture

Once an invoice enters EZ Cloud through any method:

1. Data Extraction - AI extracts invoice header and line item data
2. Validation - Data is validated against business rules and supplier records
3. Routing - Invoice is routed to the appropriate approval queue
4. Processing - Approvers review and take action on the invoice

See the Invoice Processing documentation for details on what happens after capture.