Invoice Creation: From Invoice Capture

Audience: Accounting Manager and Invoice Approver (if enabled)

Summary: Reviews how vendor invoices are created through Invoice Capture

Topics covered:

• Uploading an invoice to MineralTree
  • Emailing an invoice
  • Manually uploading an invoice
  • Document Requirements
• Automated data capture 
  • Settings
  • What happens during capture? 
• Invoice Capture Inboxes

Regardless of the method used to create an invoice, invoices sync between MineralTree and the accounting system.

Uploading an invoice to MineralTree

There are two ways to upload invoices to MineralTree. Note that each document must be 20 MB or less.

Emailing an invoice

Every MineralTree company has a unique email address for uploading invoice documents. When someone (e.g., a vendor or Accounting Manager) sends a document to this email address, it automatically uploads into the Inbox of the MineralTree platform for Accounting Managers to process.

Accounting Managers can find this unique email address by navigating to Company Profile (click your initials in the top‑right of the navigation bar). The email address is viewable on the Settings tab of the Company Profile screen.

Note: Do not send invoices using the BCC function in your email.

Manually uploading an invoice

Invoices can also be uploaded directly to the MineralTree Inbox, located in the top‑right corner of the screen next to the ? icon.

1. Open the Inbox.

2. Click the + sign in the top‑right corner.
3. Upload your document.

Document Requirements

There are restrictions on what files can be sent into MineralTree via email to ap‑docs.com. Review these factors if a document you submitted does not reach your Inbox:

• Invoice lines: MineralTree captures up to 100 invoice lines. If more than 100, only header‑level capture is provided.
• Total file size per email: Cannot exceed 25 MB.
• Individual file size: Cannot exceed 20 MB.
• Filename length: Cannot exceed 128 characters, including the file extension.
  • For example, the PDF file “invoice” has a total length of 11 characters (Add seven characters for “invoice” plus four characters for “.pdf”).
• The following document types are supported:
  • .csv
  • .doc/.docx
  • .ppt/.pptx
  • .xls/.xlsx
  • .gif
  • .jpeg or .jpg
  • .ods
  • .odt
  • .pdf
  • .png
  • .rtf
  • .txt
  • .zip (so long as the contained files match any of the above file types)

Note: If using bulkdocs, the inbox cannot process emails containing documents totaling more than 25 MB. The 20 MB limit per individual document still applies.

Automated Data Capture

Automated data capture eliminates most manual data entry associated with invoice creation. During Invoice Capture, several processes occur based on your company’s settings.

Capture Settings

• Header vs. Line & Header Capture:
  • If line‑level capture is chosen, each individual line can be coded differently once capture completes.
  • If header‑level capture is chosen, the entire invoice must be coded the same.
  • You can override this at the vendor level in the Vendor Profile.
• Items vs. Expenses:
  • During implementation, your organization determines whether capture should use items or expenses.
  • This can also be adjusted at the vendor level, similar to line vs. header capture.

What happens during capture? 

When you submit an invoice into the system, the data capture process begins.

• The process takes up to 90 minutes and uses OCR (optical character recognition) plus a human review, achieving up to 99% accuracy.
• If using bulkdocs, the timeframe increases by another 24 hours.

Information captured includes:

• Due date
• Vendor name
• Net amounts
• Descriptions
• PO number (if applicable)

Once the vendor name is captured, MineralTree checks the vendor’s Invoice Preferences to determine coding and populate fields automatically. If PO Matching is enabled, the PO Match algorithm will run. For more details on capture logic, view Invoice Capture Vendor Logic. 

Users can override capture at any time by manually entering data or attaching the document to existing invoice data.

After capture completes, invoices appear on the Invoices Tab, where you can review, post, pay, or detach documents.

• If invoices fail to capture, they will show on the Inbox page.
• You can request email notifications for extraction failures. Customer Support can configure notifications for Administrators, Accounting Managers, or both.

Invoices created via automated data capture are saved in draft status. They must be reviewed for completeness before being posted to the accounting system. Once posted, invoices are available for payment.

Invoice Capture Inboxes

MineralTree can split or combine invoice documents during capture based on the inbox you use. MineralTree can split or combine invoice documents during capture based on the inbox you use. Choose the inbox that matches how your documents should be handled: Standard or Bulk.

• Standard inbox Sends documents to your default company inbox when emailed to your assigned MineralTree address.
  • Use this for: Single‑invoice files you want processed as‑is.
  • Where to find the address: Company Profile > Settings.
• Bulk inbox Splits one file containing multiple invoices (e.g., a PDF with several invoices) into separate documents, so each invoice is captured individually.
  • Use this for: Vendor attachments with multiple invoices in one file.

How to address emails

• Standard: docs+yourcompany@ap-docs.com
• Bulk: bulkdocs+yourcompany@ap-docs.com

Note: Bulk inbox may incur additional charges. Check your service agreement or contact your MineralTree representative. The inbox cannot process emails totaling more than 25 MB; individual attachments must be 20 MB or less.