Cybooks

Review and process extracted documents

This guide explains how to review AI-extracted data from uploaded documents, correct any fields, and convert them into bills or expenses.

When you upload a document to the inbox, Cybooks uses AI to extract key information such as the vendor name, document date, line items, and amounts. Extracted documents land in the To Review tab where you can verify the data, make corrections, and then either move them to Ready or publish them directly as a bill or expense.

Understand the document workflow

Documents in the inbox move through a series of tabs that represent their processing stage:

  1. Inbox -- Newly uploaded documents that have not yet been processed.
  2. In Processing -- Documents currently being analysed by the AI extraction engine.
  3. To Review -- Extraction is complete. Review and correct the extracted data here.
  4. Ready -- Documents that have been reviewed and are waiting to be published as a bill or expense.
  5. Archive -- Documents you have archived and no longer need to process.
  6. Fail -- Documents where the extraction failed and may need to be re-uploaded.

Review an extracted document

  1. In the sidebar, click Inbox.

  2. Select the To Review tab.

  3. Click on a document row to open it. The edit screen displays a document preview on the left and the extracted data on the right.

  4. Review and correct the fields on the Details tab:

    • Document number -- The invoice or receipt number extracted from the document. Required when the type is set to Bill.
    • Description -- An optional description of the document.
    • Date of document -- The date shown on the document. This field is required.
    • Due date -- The payment due date. This field appears and is required only when the type is Bill.
    • Branch -- The branch this document belongs to, if you use the branches feature.
    • Vendor -- The supplier or vendor. Cybooks may automatically match an existing vendor from your contacts. This field is required.
    • Type -- Choose Bill or Expense to determine what this document will be converted into.
    • Amounts are -- Select whether amounts are Tax Inclusive or Tax Exclusive.
    • Currency -- The currency for this document.
    • Payment Account -- This field appears only when the type is set to Expense. Select the bank or cash account used for payment.

  5. Review the line items below the detail fields. Each line item has:

    • Description -- What was purchased.
    • Qty -- The quantity.
    • Unit Price -- The price per unit.
    • Account -- The chart of account (expense or asset category) for this line item. Required.
    • Tax -- The tax rule to apply. Required.
    • Amount -- Automatically calculated from quantity and unit price.

    You can add new line items by clicking the add row button at the bottom of the grid, drag rows to reorder them, or remove a line item using the delete action on each row.

  6. Check the totals at the bottom of the form. The Subtotal, VAT, and Total are calculated automatically from the line items.

  7. Optionally, attach or remove files using the Attach file button above the totals area.

Use the confidence indicators

Fields extracted by AI display a confidence indicator showing how certain the extraction is. When you edit a field, the confidence indicator is removed. Check fields with lower confidence more carefully, as they are more likely to contain errors.

Use the bank match feature

If Cybooks detects that a document matches an outgoing payment in your bank feed, a Bank match panel appears below the detail fields. This means the item has likely already been paid.

  1. Review the matched bank transaction details (date, amount, and bank account).

  2. Click Autofill Payment to automatically set the payment account and link the bank transaction. This allows the document to be reconciled easily after conversion.

  3. To undo the autofill, click Undo autofill.

Review additional tabs

The edit screen includes four tabs for different views of the extracted document:

  • Details -- The main form with vendor, dates, and line items (described above).
  • Summary -- A vendor history chart showing spending trends over time. Click Variance to see a detailed breakdown of spending changes.
  • Protocol -- An activity log showing how the document was processed, including when it was uploaded, which fields were identified, which vendor and VAT rules were detected, and any status changes.
  • Line Items -- A historical view of line items from previous documents for the same vendor, with trend charts for each item.

Move a document to Ready

When you are satisfied that all extracted data is correct, move the document to the Ready tab.

  1. On the edit screen, click Move to Ready.

  2. Cybooks validates the required fields. If any fields are missing, a warning panel lists the issues to resolve.

  3. Once validated, the document moves to the Ready tab and the next document in the queue loads automatically.

You can also move multiple documents to Ready from the To Review list by selecting them with the checkboxes and clicking Move to Ready.

Publish a document as a bill or expense

Documents in the Ready tab can be published to your purchases.

Publish a single document

  1. Select the Ready tab and click on a document to open it.

  2. Verify the Type is set to Bill or Expense.

  3. Click Publish as Bill or Publish as Expense (the button label reflects your selected type).

  4. Cybooks converts the document:

    • Bill -- Creates a new bill with status Open, generates journal entries, and attaches the original document.
    • Expense -- Creates a new expense with status Draft and attaches the original document.

Publish multiple documents at once

  1. On the Ready tab, select multiple documents using the checkboxes.

  2. Click Add to purchases.

  3. All selected documents are converted according to their individual type settings (bill or expense).

Move a document back to review

If a document in the Ready tab needs further changes, you can send it back.

  1. Select the Ready tab.

  2. Select one or more documents using the checkboxes.

  3. Click Move to Review. The documents return to the To Review tab.

Archive or delete a document

You can archive or delete documents from both the To Review and Ready tabs, as well as from the edit screen.

  • Archive -- Select documents and click Archive, or click Archive on the edit screen footer. Archived documents are moved to the Archive tab and can be restored later.
  • Delete -- On the edit screen, click Delete to permanently remove a document.

Save without changing status

To save your edits without moving the document to a different tab, click Save on the edit screen footer. Your changes are preserved and you can return to the document later.

Frequently asked questions

What is the difference between a bill and an expense? A Bill represents an invoice from a vendor that you will pay later. It tracks the amount owed and supports due dates and payment recording. An Expense represents a transaction that has already been paid, such as a receipt or direct purchase.

Why can't I click Move to Ready? The button is disabled when required fields are missing. Check that the Date of document, Vendor, and all line item fields (Account, Tax, and Amount) are filled in. For bills, the Document number and Due date are also required.

What happens to the original document after publishing? The uploaded file is automatically attached to the newly created bill or expense record and stored in the corresponding vendor's document folder.

Can I change the type after moving to Ready? Yes. Open the document from the Ready tab, change the Type dropdown, and publish it. Alternatively, move it back to review first.

What does the Protocol tab show? The Protocol tab shows a timeline of how the document was processed: when it was uploaded (and by whom or via which channel), how many fields were identified, which vendor was matched, which VAT rules were detected, and any status changes.

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