Reviewing AI-Coded Invoices
Reviewing AI-Coded Invoices
When activated, Cephai (CINC’s virtual AI assistant) will automatically attempt to code any invoices uploaded via email on the Review AI-Coded Invoices screen.
If it is not already configured, configure your Email Invoice Upload Domain on the Settings tab of the System > Company Profile screen (refer to the Uploading Invoices via Email for more information). If you are using universal navigation, click Settings > General > Company Profile.
NOTE: AI invoice coding will not work if the Split Multi-Page PDFs option is enabled for emailed invoices.
Reviewing AI-Coded Invoices
NOTE: To catch potential coding conflicts early, Cephai identifies mismatches between the GL accounts and pay-from bank accounts. The following will trigger an alert, but the invoice can still be saved:
A Reserve GL is paired with operating bank account.
An Operating GL is paired with reserve bank account.
Select Vendors > Review AI-Coded Invoices. If you are using universal navigation, click Payables > Invoices > Review AI-Coded Invoices.
On the Review AI-Coded Invoices screen, select the proper batch in the top right corner and click Assign to take ownership of the batch.
Review the invoice information coded by Cephai:
If an item appears in yellow, Cephai coded the information as it appears on the invoice, but it could not match that information to a record in your database.'
For example, an invoice might be made out to Green Farm, but the record in CINC is named Green Farms LLC. Cephai might code Green Farm and highlight it in yellow to show it did not find the right match. You can either enter the correct association or create a new association record before processing the invoice.
If an item appears in red, Cephai could not find any matching information and manual entry is required.
If an item appears in white with the Cephai star icon, Cephai was able to code the field and match your data.
If you override what Cephai coded to a field, it will remember your changes and apply them to future invoices.
You can click Add to add additional Expense items in the bottom section if one was missed and use the search/copy buttons to add the GL and Item Description as needed.
The system may display relevant warnings (I.E “This vendor has expired insurance” or “This is a 1099 vendor”) to help with review or coding.
Cephai can code multiple GL accounts if sufficient historical data or invoice templates are available.
Cephai can match the correct vendor if it identifies the DBA name as configured on the Vendors > Vendor List / Vendor details screen. If you are using universal navigation, click Payables > Vendors > Vendor List.
Users with approval eligibility on the Invoicing tab of the Setup > Association Setup page have the option of selecting a Ready for Payment Status to move the invoice forward without extra steps.
After verifying all information, click Save. The invoice record will be moved to the Vendors > Invoices screen for review and approval through the standard invoice workflow. If you are using universal navigation, click Payables > Invoices > Invoices.
Reviewing Cephai Coding Decisions
To view more context as to why Cephai codes an invoice a certain way, click the Coding Decisions tab above the invoice image.
Note: Invoices uploaded prior to the release of CINC Accounting 44.0.0 (6/24/2025) will not display Coding Decisions.
Reviewing Emailed Invoice Content
To view the invoice’s original email, click the Email Content tab above the invoice image. Cephai summarizes the email so you can quickly understand key information and provides the sender, subject, and body of the original email.
Handling Existing Invoices
Cephai identifies and alerts you when an invoice uploaded to the Vendors > Review AI-Coded Invoices screen matches an existing invoice in the system. This alert also displays if you make edits to the invoice that result in it matching an existing invoice in the system. If you are using universal navigation, click Payables > Invoices > Review AI-Coded Invoices.
If alerted, do one of the following:
Save to Existing Invoice: Click Save. This will match the invoice and attach the invoice image to the existing record.
Match to Existing: Click Ignore to create a new invoice.
Related Topic: Merging AI-Coded Invoices