AI Automations
AI Invoice Processing
Topkey uses AI to read your vendor invoices and pull out the key details automatically — no manual typing required. When you upload an invoice file or forward a vendor email to your Topkey inbox, the AI extracts the relevant fields and creates a pre-filled draft bill for you to review and submit.
What Gets Extracted
When the AI processes an invoice, it attempts to extract the following information:
- Vendor name
- Invoice number
- Bill date
- Due date
- Total amount
- Line items — including descriptions and individual amounts
Topkey will also attempt to match the vendor name to an existing vendor in your account and assign properties to line items based on their descriptions.
Supported File Types
You can upload invoices in the following formats:
- PDF (including multi-page PDFs — all pages are processed automatically)
- JPG
- PNG
Files must be 10 MB or smaller.
Multi-page PDFs are handled automatically. You do not need to split them before uploading.
How AI Extraction Works
- Upload or forward your invoice. Either upload a file directly in Bill Pay, or forward a vendor email to your Topkey inbox address (see Email Forwarding below).
- Topkey processes the invoice. The AI reads the file or email content and extracts all available fields.
- A draft bill is created. The extracted details are used to pre-fill a new bill, which appears in the Draft tab of Bill Pay.
- Review the draft. Open the bill and check each field. Correct anything that looks wrong.
- Submit the bill. Once you're satisfied the details are accurate, move the bill forward through your normal approval and payment workflow.
Always review AI-extracted fields before submitting a bill. The AI is accurate in most cases, but errors can occur — especially with low-quality scans or complex invoice layouts.
OCR Status Indicators
Each bill card in the Draft tab shows a status indicator reflecting the current state of AI extraction:
| Status | What it means |
|---|---|
| Processing (spinner) | The AI is actively reading the invoice. Wait a moment and refresh. |
| Success (green check) | Extraction completed successfully. Review the pre-filled fields. |
| Error (red warning) | Extraction failed. You can still fill in the bill details manually. |
| No bill detected | The AI could not find invoice content in the file or email. |
When "No Bill Detected" Appears
If the AI finds no recognizable invoice content, a warning is shown on the bill card. You can dismiss this warning and proceed to fill in all fields manually — the bill is not deleted, and no information is lost.
Email Forwarding
You can forward vendor invoices sent to your email directly to your Topkey inbox address. When Topkey receives the forwarded email:
- The email body and any attachments are extracted automatically.
- Supported attachment types (PDF, JPG, PNG) are processed through the same AI extraction pipeline as manually uploaded files.
- A draft bill is created with the extracted details, ready for your review.
Your Topkey inbox address is unique to your account. Find it under Bill Pay → Inbox.
Bulk Import via Spreadsheet or Data File
If you have a large number of invoices or bills stored in a spreadsheet or data export, you can import them all at once. Topkey supports bulk import from:
- CSV
- Excel (.xlsx)
- JSON
- XML
Topkey uses AI to read each record in the file, extract the relevant fields, and create individual draft bills. You can review and confirm each draft before it is finalized — nothing is submitted automatically.
Bulk import is useful when migrating from another system or when a vendor sends you a batch invoice file at the end of a billing period.
Creating a Bill from Your Inbox
When a vendor email or attachment has been processed and the AI has extracted the invoice details, you can create a payable bill directly from your inbox without navigating away. Look for the option to convert the extracted item into a bill from within the inbox view — this opens the pre-filled draft so you can review and submit it in one step.
Accuracy and Corrections
AI extraction is designed to be accurate, but it is not perfect. Factors that can affect accuracy include:
- Poor image quality or low-resolution scans
- Handwritten invoices
- Non-standard invoice layouts
- Invoices with complex hierarchical line-item structures
Every extracted field can be edited before submission. If the AI misreads a value, simply click into that field and correct it. No extraction result is permanent until you submit the bill.
Pay particular attention to the total amount and due date fields — these have the highest impact if incorrect.
Frequently Asked Questions
What should I do if the AI extracts the wrong vendor name? Open the draft bill in the Draft tab and update the vendor field to the correct vendor. All extracted fields are editable before submission. If the same vendor is frequently misidentified, make sure the vendor's name in Topkey closely matches how it appears on their invoices.
What happens if extraction fails entirely? If the AI cannot extract any data, an error or "no bill detected" status is shown on the bill card. You can dismiss the warning and fill in all fields manually. The draft bill is still created — nothing is lost. If you continue to experience extraction failures for a specific file, check that it meets the supported format and size requirements (PDF, JPG, or PNG under 10 MB), and consider re-scanning the document at a higher resolution.
How long does AI extraction take? Most invoices are processed within a few seconds. Complex multi-page PDFs or heavily formatted documents may take slightly longer. If a bill shows a processing spinner for more than a few minutes, refresh the page. If the issue persists, Contact Support.