AI Prompts
When documents come in through the Inbox, the AI reads each file and drafts the matching transaction. It gets most things right on its own — but it can’t know your house rules. If it keeps making the same correctable mistake — a recurring supplier’s bills landing on the wrong expense account, a tax situation it reads the wrong way, a document layout it stumbles over — you can fix it by hand every time, or tell the AI once, here.
AI Prompts holds your standing instructions. Whatever you write applies to every future document processed in your dataset, on top of neoo’s built-in extraction logic — your rules refine what the AI already does, they don’t replace it.
You’ll find it under System → AI Prompts (requires the AI Prompts permission). The same permission also reveals the AI Processing tab on saved customer and vendor transactions, which shows how a document was read — the natural place to check whether your rules were followed.
Standing rules vs. one-off hints
neoo gives you two places to instruct the AI, and it pays to use the right one:
- AI Prompts (this page) — permanent, dataset-wide. The rule applies to every future document of that type until you change it.
- The Additional instructions for AI processing box in the Inbox — one upload batch only, then it’s gone.
The moment you catch yourself typing the same hint into the Inbox box for a second time, it belongs here instead.
Writing a prompt
Pick a Prompt Type for the side of the business the rule applies to:
| Prompt Type | Applies to |
|---|---|
| Vendor Bill | Incoming supplier bills — the documents that become AP transactions. |
| Customer Invoice | Incoming customer-side documents — the ones that become AR transactions. |
The AI Prompt box then shows whatever is currently saved for that type. Edit the text and click Save Prompt. There is one prompt per type: saving replaces the previous text outright, and saving the box empty removes the standing instructions altogether. There’s no version history, so if a long prompt matters to you, keep a copy of it somewhere before rewriting.
New instructions apply from the next processing run onwards. Documents the AI has already processed are not re-read — correct those on the transaction itself.
Fixed accounts per vendor or customer
Below the prompt box, Vendor Account Preferences (or Customer Account Preferences, depending on the Prompt Type) holds preferences that need no prose: pick the Vendor or Customer and any combination of Account, Tax Account, Department and Project (at least one of them), add a short Note for the AI (optional), then Save. A preference without an account is useful for a vendor whose bookings vary from bill to bill but always belong to one department or project: the AI keeps choosing the account and the preference supplies the rest. Whenever a document from that vendor or customer comes in, the AI uses these instead of its own guess — the surest fix for a supplier whose bills keep landing on the wrong account. Add Preference creates one; Edit and Delete on a row change or remove it.
A preference describes a single booking line. When the AI splits a document into several lines because it carries more than one VAT rate (or the portions belong on different accounts), the preferred account and tax account are left aside for that document and the AI’s own split stands; the preferred department and project still apply. Documents offering a cash discount (Skonto) and reverse-charge bills are booked on one line and follow the preference as usual.
Suggestions from your booking history
You don’t have to type every preference by hand. Suggest from history looks through the vendor bills (or customer transactions) already posted in your dataset and proposes a preference for every party that has been booked the same way time after time. When the panel opens with suggestions waiting, a banner above the table says how many parties qualify — click Review to see them.
The review groups the parties:
| Group | Meaning |
|---|---|
| Strong | Every bill, or at least nine in ten of five or more, carries the same account and tax account. |
| Likely | Four in five bills agree. Worth a look before accepting. |
| Conflicts | A saved preference no longer matches how the party’s recent documents were booked — accept to update it, or keep the saved preference. |
| Not suggested | Parties with mixed accounts or tax accounts, split bookings, or too few bills, each with the reason. A party with mixed accounts but one department or project on most bills is suggested as a department- or project-only preference instead, marked as such on its card. |
Each card shows the evidence — how many bills over which period, how regularly they arrive (monthly, quarterly, …), and the amount range in your base currency (foreign-currency bills are converted at their posted rate; a single foreign currency is shown in that currency too) — followed by the proposed Account, Tax Account, Department and Project, all editable before you Accept. The bill count and the match ratio (for example 14 / 16) both open a list of the party’s posted transactions with invoice number, date, amount, booking, tax and, where your dataset uses them, department and project, plus whether each one matches the proposed preference or is an outlier, so the odd ones out are easy to spot. The same list opens from the bill count in the preferences table and when editing a preference, judged against the saved preference. Parties under Not suggested carry a Create preference button that opens the form with the party already selected. Skip hides a card for the moment; it returns the next time you open the review. Accept all strong saves the whole Strong group after one confirmation. Min. bills (three by default) sets how many bills a party needs before it is considered; lower it to include parties with a shorter history.
A few things the suggestions deliberately leave out: sales invoices built from parts (only plain transactions are read), transactions not yet approved, the Skonto discount line on discounted bills, and expense vendors (any vendor with Spesen in its name, such as the (Spesen) vendors that stand for employees’ own expense reports). Preferences accepted from the review carry a small ✦ mark in the table with the number of bills they were based on.
What to write
Plain language works — write the rule the way you’d explain it to a new bookkeeper:
- Bills from Swisscom are always booked to the Telephone expense account.
- Our landlord’s invoice includes CHF 150.00 for parking — book that part separately to Vehicle expenses.
- Our financial year ends 31.12 — never book a document into the closed year; use the earliest open date instead.
A plain “this vendor always goes to this account” rule belongs in the account preferences above rather than in the prompt. Keep the prompt for genuinely standing corrections. There’s no need to restate what neoo already knows — your chart of accounts, vendor and customer records, and tax rates are all visible to the AI. The best prompts are short lists of the exceptions and preferences that only you could know.