Inbox

Drop a vendor invoice or customer document into the Inbox and neoo does the data entry for you. The AI reads the file, creates the matching AP or AR transaction, and links the original document so it’s always one click away. You review the result and post — no typing field by field.

Navigate to Cockpit → Inbox to open the page.

What you see depends on three permissions: Upload Vendor Documents shows the Vendor Invoices upload zone, Upload Customer Documents the Customer Transactions (AR) zone, and Inbox the processing list. Any one of them makes the page available.

Two ways to send documents in#

Upload from the page#

The page has two upload zones side by side:

• Vendor Invoices — uploaded files become draft AP transactions.
• Customer Transactions (AR) — uploaded files become draft AR transactions.

Each zone accepts up to 20 files at a time. Drag files onto the zone or click to browse. Supported formats: PDF, DOC, DOCX, JPG, JPEG, PNG, TIFF. Two size limits apply: files must be under 15 MB each (oversized files are skipped with a message), and a single PDF can be up to 100 pages — larger files are rejected with a message asking you to split them into smaller files before uploading again.

Below the file list, each zone has an optional Additional instructions for AI processing textarea. Use it to add one-off hints — for example, “Treat any line beginning with ‘Shipping’ as a separate freight account” — that apply only to this batch.

Click Upload Vendor Documents (or Upload Customer Transactions) to send the batch. A progress bar appears while files transfer. Once complete, the files move into the processing list below.

Send by email#

Above the processing list, next to the search box, neoo displays your dataset’s inbox email address. Forward an invoice to that address (or have suppliers send invoices straight there) and it’s queued exactly as if you’d uploaded it. The copy-to-clipboard button next to the address makes it easy to share.

Besides the automatic dataset address, administrators can set up additional custom inbox addresses — for example one per supplier or department — on the Inbox Email Addresses card under System → Manage Stations. Each one decides which document types it accepts (vendor, customer, other, or any combination) and which workstation its documents start in. See Manage Workstations.

Documents sent by email show the sender on the processing row. Click the sender address to view the original email’s subject, CC recipients, and body.

Credit notes#

The AI also recognises credit notes (Gutschriften). When a document explicitly presents itself as a credit note — a “Gutschrift” or “Credit Note” heading, a total marked “Summe - Gutschrift”, or a negative grand total — it is posted as a credit note rather than a regular transaction, reducing the vendor or customer balance instead of increasing it.

Detection is deliberately strict: an ordinary invoice that merely contains a discount or a negative line stays an ordinary invoice. Vendor credit notes never enter the outgoing payment queue; instead they appear on the Bank Payments page, where you can offset them against the vendor’s next payment.

Stuck documents — the Recover banner#

If documents have been waiting too long or have stalled, a yellow banner appears above the list with the count and a Recover button. Recover opens a dialog with three options:

Use Retry first. Mark failed or Cancel only if a document is genuinely unrecoverable.

If the whole queue seems stalled, check the indicator above the list first: Workers active (green dot) is normal, while No workers running means nothing will be processed until service is restored — contact Support instead of retrying repeatedly.

Processing list#

The table below the upload zones shows the documents the Inbox has received, with the most recent first. It opens on the last two weeks — older documents are not loaded until you ask for them, so the page stays quick on a dataset with years of history. Use the filters to reach anything older.

Most columns are self-explanatory; a few are worth knowing:

Finding an older document#

Because the list opens on the last two weeks, anything older needs a filter. The search box above the table matches on file name, sender and subject; the Filters button next to it opens the rest:

Clear filters returns to the default two-week view. The count in the table title and the pager below it always reflect the filters currently applied, so you can see at a glance how many documents matched.

Looking for an “other” document? Set Document kind to Other and Period to All time. This is how you find correspondence, delivery notes and plain emails again — including any that were completed automatically and so never appeared in anyone’s queue. See Auto-completing “other” documents.

If a dataset has nothing at all in the last two weeks, the Inbox widens the range on its own rather than showing you an empty table.

Per-row actions#

• Retry (circular replay icon) — re-queues a document that failed, went stale, or is pending retry. Only enabled when the status is one of those three.
• Reprocess as AP/AR (restart icon) — appears on other — to review and other — completed rows. See Reprocessing a misclassified document.
• View Email Details — opens the original email if the document came in by email.

Reprocessing a misclassified document#

Sometimes a genuine bill or invoice is filed as an other document — a scan the AI could not read as an invoice, an unusual layout, a document whose purpose only makes sense with context you have and the AI does not.

The restart icon on the row sends it back through AI processing as a real document. Choose whether it is a Vendor document (AP) or a Customer document (AR), and add an instruction telling the AI what it is looking at (“this is a vendor bill for warehouse rent”). The other document then disappears from the list and the file re-enters processing on the side you chose — there is no need to find the original file and upload it again. The document itself is kept and ends up attached to the transaction that is created. Reprocessing requires the matching upload permission — Upload Vendor Documents or Upload Customer Documents — for the side you choose.

The same action is available on the workstation where the document is waiting — see Other documents. Reprocessing works from the Inbox even for documents that were completed automatically and so never reached anyone’s queue.

If the AI still cannot read it as a bill or invoice, the document comes back as a failed row with the reason, rather than becoming an other document again. Use Retry or reprocess it once more with a clearer instruction.

Possible duplicates#

If an incoming document looks like something you’ve already booked, its row carries a Possible duplicate chip. Hover it to see why the document was flagged:

• An identical file has already been uploaded and posted.
• Same document number as an existing invoice.
• Same party and payment reference as an existing invoice.
• Same party, amount and transaction date as an existing invoice.

The matched invoice’s number appears next to the chip and opens that invoice in a new tab, so you can compare the two before posting the new draft. The flag travels with the transaction into the approval queue — see Approvals.

Cleaning up failed documents#

Rows with status failed or cancelled can be removed in bulk: tick their checkboxes and click Delete. This permanently removes the processing records and the source files, so treat it as housekeeping — retry a document you still need instead of deleting it.

Where documents go after processing#

When a vendor document finishes, its row’s Reference cell links to the new draft AP transaction. Click through to review the extracted fields, attach reference documents, and post. The original file stays attached to the transaction. See Vendor Transaction for the post-processing review flow.

Customer documents work the same way and land on an AR Transaction.

Several invoices in one file#

Sometimes a single PDF holds more than one invoice — a scanner that bundled a stack together, or a supplier statement with separate bills. You don’t need to separate them yourself. neoo recognises when an uploaded file contains several distinct documents, splits it into individual ones, and processes each as its own transaction.

When this happens, the original upload keeps a split status, and each document it contained appears as its own row in the list with its own draft transaction. The original combined file stays available from the split row if you ever need to see it.

Tips#

• Mixed batches are fine — you can upload invoices from different vendors in one go. Each document is processed independently.
• Use the instructions box sparingly — the AI doesn’t need to be told things you’ve already configured (chart of accounts, vendor records, tax rates). Use it for genuinely one-off hints.
• If a document fails repeatedly — open Details to see which pipeline stage stopped and what the AI responded. If the document is unreadable (e.g. a scan that’s too low-resolution), upload a better copy.