✨ AI Bill Entry lets you upload an invoice and have Aplos read it for you. Instead of typing every field by hand, you upload the invoice, Mission Assistant extracts the key details and suggests coding, and you review and confirm before the bill is saved.
What AI Bill Entry does
The idea is simple: AI suggests, you confirm.
- You upload an invoice (PDF or image).
- Aplos reads the document, pre-fills the bill form, and suggests coding based on your organization's own General Ledger history.
- You review the pre-filled fields, fix anything that's off, and submit.
Mission Assistant never posts anything to your books on its own — nothing is recorded until you review and submit the bill. Once submitted, the bill behaves exactly like a manually entered Aplos bill.
Watch a Demo: https://aplossoftware.wistia.com/s/ay45eofa6hwrt40
What Aplos pulls from your invoice
When you upload an invoice, Aplos extracts the key details, including:
- Vendor name
- Invoice number
- Invoice date and due date
- Line items (description, quantity, amount)
Beyond extraction, Aplos references your organization's GL history and vendor patterns to suggest fund, account, and tag coding where it has enough context. This nonprofit-specific coding is what sets AI Bill Entry apart from generic invoice scanners.
Before you start
- You're an Aplos customer with access to Accounts Payable / Add Bill.
- Your organization has AI Bill Entry enabled.
- You have permission to create and submit bills.
- Your invoice is a supported file type: PDF, PNG, or JPEG.
Step by step
Step 1: Start a new bill
Go to Accounts Payable and start a new bill (Add Bill).
Step 2: Upload your invoice
Upload the invoice as a PDF, PNG, or JPEG. Aplos processes the document and pre-fills the bill form for you. The invoice stays visible on-screen so you can compare it against the entered details side by side.
💡Use the preview controls to work faster: drag the divider to resize the preview pane, use + / − to zoom, snap to fit width / fit page, or click the Document button (eye icon) to hide the preview and expand the entry form. Hiding the preview doesn't detach the file — it stays attached to the bill.
Step 3: Review the pre-filled details
Check the fields Aplos filled in — especially the highlighted, AI-suggested ones. Every field is editable, so you can correct anything that doesn't match the invoice:
- Confirm the vendor, matching it to an existing vendor record or creating a new one.
- Verify the amounts, dates, invoice number, and total.
- Review the suggested fund, account, and tag coding, fill any gaps, and correct anything that doesn't match your intended accounting treatment.
🔎 AI suggestions are a starting point, not a final decision. A confident, pre-filled field can attract less scrutiny than a blank one — always sanity-check amounts, dates, vendor, and coding before you submit.
Step 4: Review the suggested allocation
Where it has enough GL history, Aplos pre-fills the fund, account, and tag coding for you — including splits across funds or accounts. Review the suggested allocation against the invoice, adjust the lines (or switch between % split and amount split) as needed, and fill any gaps. The real-time total shows how much is left to allocate and confirms when the bill is fully allocated.
Step 5: Watch for duplicate warnings
If the bill looks like one already in your system, Aplos shows a duplicate warning (matching on vendor and reference number) so you don't pay the same invoice twice. You can open the matched bill to compare, then continue if the new bill is legitimate.
Step 6: Submit
When the details are correct, submit the bill. From there it follows your normal Accounts Payable process — routing for approval or moving to payment, exactly like a manually entered bill.
Availability and pricing
AI Bill Entry is an optional paid add-on for Aplos, priced per organization by monthly bill volume:
| Plan | Price / month | Bills / month |
|---|---|---|
| Starter | $19 | 25 |
| Growth | $59 | 150 |
| Scale | $150 | 1,500 |
Good to know
- You're always in control. AI fills in a draft; nothing is recorded until you review and submit.
- Accuracy varies by invoice. Aplos reads a wide range of invoice formats, but always confirm amounts, dates, vendor, and coding before submitting. Coding suggestions improve as your GL history grows, so newer organizations may see fewer suggestions at first.
- Nothing downstream changes. Bills created with AI assistance behave identically in approvals, payments, reporting, exports, and your audit trail.
Frequently asked questions
Does the AI post bills automatically?
No. AI Bill Entry only pre-fills a draft and suggests coding. Nothing is recorded to your books until you review and submit the bill yourself.
What file types can I upload?
PDF, PNG, and JPEG invoices.
Can I edit the fields the AI filled in?
Yes. Every AI-populated field is editable. Review each one against the source invoice and change anything that needs correcting before you submit.
How does the coding suggestion work?
Aplos references your organization's own GL history and vendor patterns to suggest fund, account, and tag coding where it has enough context. You remain responsible for the final coding.
I got a duplicate bill warning. What does that mean?
Aplos compares each new bill against existing bills on vendor and reference number and flags potential matches so you don't pay the same invoice twice. You can review the matched bill and proceed when the new bill is legitimate.
Do bills created with AI follow my normal AP process?
Yes. Once submitted, an AI-assisted bill behaves like any standard Aplos bill across approvals, payments, reporting, exports, and your audit trail.