Fields Captured During Invoice Capture

Audience: All MineralTree Users

Summary: This article explains which invoice fields are captured automatically during the Invoice Capture process and what each field represents.

Overview

MineralTree’s Invoice Capture uses Optical Character Recognition (OCR), machine learning (ML), and human review to extract key details from invoices and enter them into your MineralTree account automatically.

This feature helps you save time, reduce manual data entry, and improve accuracy when creating invoices. The fields captured depend on your company’s setup. This includes whether you use Header, Expense, or Item-level capture and which accounting system you use.

How Invoice Capture Works

When you submit an invoice via Inbox Upload, Email Upload, or Bulkdocs Upload, our capture partner extracts the data and sends it back to MineralTree. The system then automatically fills in the corresponding fields on the invoice, including vendor details, invoice dates, payment terms, and line-item information.

Below are the most commonly captured fields, grouped by capture level.

Header Level

Header-level fields are captured from the top section of the invoice and include vendor and payment details.

Expense Level*†

Expense-level capture means that invoice lines are recorded as general expenses instead of specific items. This is useful when you don’t need to track individual products or services.

By default, your company may be set to capture invoice lines as either expenses or items. If you want to change this setting for a specific vendor:

1. Go to the vendor’s profile in your system.
2. Open the Default Invoice Preferences section.
3. Find the option labeled “Capture invoice lines as”.
4. Choose Expense to record lines as general costs instead of itemized details.
5. Save your changes.

This setting helps you control how invoices are tracked and reported for each vendor.

Item Level*†

Line-item capture means that each invoice line is recorded as a specific item or service. This is helpful when you need to track detailed purchases, such as inventory, materials, or vendor-specific charges.

Your company may be set to capture invoice lines as either items or expenses. If you want to change this setting for a specific vendor:

1. Go to the vendor’s profile.
2. Open the Default Invoice Preferences section.
3. Find the option labeled “Capture invoice lines as.”
4. Choose Items to record each line with detailed item information.
5. Save your changes.

*Expense or Item captured is based on the vendor or company settings.
†Accounting System Specific