Guide for AP Clerks
As an AP Clerk in Mod AI, you are the front line of invoice processing. You review AI-extracted data, resolve issues, and prepare invoices for approval. Most invoices flow in automatically through email forwarding, so you can focus on reviewing and verifying rather than manual data entry.
What You Can Do with Mod AI
Mod AI transforms how you process invoices. Instead of manually keying in invoice data, the AI reads your documents and extracts everything automatically — vendor names, amounts, dates, line items, and GL codes. Here is what your workflow looks like with Mod AI:
- Invoices arrive automatically via email forwarding — the preferred way to get invoices into the system. Email forwarding lets Mod AI categorize documents as they come in, including credit memos and other document types.
- AI extracts all the data — vendor, amounts, dates, line items, and suggested GL codes
- Smart notices flag issues — the system tells you exactly when something needs your attention, like an Unknown Vendor or Duplicate Invoice
- Bulk actions save time — update multiple invoices at once instead of processing them one by one
- Manual uploads when needed — for paper mail or vendor portals, you can upload invoices directly via drag-and-drop
Your Responsibilities
As an AP Clerk, you own the day-to-day processing of invoices:
- Monitoring incoming invoices that arrive via email forwarding and uploading any that come through other channels
- Reviewing AI-extracted data to make sure vendor names, amounts, dates, and line items are correct
- Resolving notices like Unknown Vendor, Duplicate Invoice, or Low Confidence Extraction
- Coding line items with the correct GL accounts and dimensions
- Submitting invoices for approval once they are reviewed and complete
Your Role in Mod AI
AP Clerks have the Clerk entity role. Here is what you can and cannot do:
| Permission | Access |
|---|---|
| View invoices, POs, receipts | Yes |
| Upload invoices | Yes |
| Edit and review invoices | Yes |
| Approve or reject invoices | No |
| Manage vendors, rules, or policies | No |
| Manage users or settings | No |
For a full breakdown of all roles and permissions, see Understanding User Roles.
Key Features You'll Use
These are the platform features most relevant to your daily work:
- Invoice Uploading — Upload invoices via drag-and-drop, file picker, or bulk upload
- Email Forwarding — Invoices arrive automatically from your AP email inbox
- Invoice Reviewing — Review and correct AI-extracted data side by side with the original document
- Searching & Filtering — Find specific invoices using filters, saved views, and full-text search
- Invoice Reprocessing — Re-run AI extraction if the initial result needs improvement
- Bulk Actions — Update statuses or fields across multiple invoices at once
- Notices & Actions — Resolve AI-flagged issues before submitting for approval
- GL Coding — Apply general ledger codes to invoice line items
Daily Workflow
Here is what a typical day looks like for an AP Clerk in Mod AI:
- Check email-forwarded invoices — Most invoices arrive automatically via email forwarding. Open the Inbox to see everything that came in.
- Upload any remaining invoices — For invoices that arrived outside of email (paper mail, vendor portals), upload them via drag-and-drop.
- Review new invoices — Open each invoice in the reviewing view and verify the extracted vendor, amounts, dates, and line items.
- Resolve notices — Address any notices flagged by the AI, such as unknown vendors or low-confidence extractions.
- Code line items — Apply the correct GL codes and dimensions to each line item, or verify the AI-suggested codes.
- Submit for approval — Move reviewed invoices to the appropriate status so they enter the approval workflow.
- Handle exceptions — Reprocess any invoices that need re-extraction, and use bulk actions to update multiple invoices at once.
Common Tasks
1. Upload an Invoice
Go to the Invoices section and click Upload. You can drag and drop files or use the file picker. Mod AI accepts PDFs, images, and multi-page documents. For detailed instructions, see Uploading Invoices.
2. Review Extracted Data
Open an invoice to see the AI-extracted data alongside the original document. Check the vendor name, invoice number, date, due date, amounts, and line items. Edit any field that the AI got wrong. See Reviewing Invoices for a full walkthrough.
3. Resolve an Unknown Vendor Notice
When the AI cannot match an invoice to a known vendor, you will see an Unknown Vendor notice. You can match it to an existing vendor or create a new one. See Notices & Actions for all resolution options.
4. Reprocess an Invoice
If the AI extraction missed data or extracted incorrectly, you can trigger a reprocess. This re-runs the AI agents on the original document. Use this when editing individual fields would be slower than a full re-extraction.
5. Use Saved Views
Set up filters (by status, vendor, date range, etc.) and save them as views for quick access. This is especially helpful if you process invoices for specific vendors or entities regularly. See Searching & Filtering.
6. Bulk Update Statuses
Select multiple invoices from the list view and use Bulk Actions to update their statuses at once. This is useful when you have reviewed a batch and want to move them all to the next stage.
Tips & Best Practices
- Use email forwarding as your primary intake. Email forwarding is the best way to get invoices into Mod AI. It lets the system categorize documents automatically — including credit memos and other document types — so you spend less time on manual handling.
- Review the AI suggestions before overwriting. The AI often suggests accurate GL codes based on your organization's history. Check the suggestion before manually coding.
- Resolve notices promptly. Unresolved notices can block invoices from moving forward in the workflow.
- Save your most-used filters. If you repeatedly search for the same criteria, save the view so you can access it in one click. See Searching & Filtering.
- Check the invoice status flow. Understanding invoice statuses helps you know exactly where each invoice is in the process and what action is needed next.
Frequently Asked Questions
How do I upload multiple invoices at once?
You can upload multiple files at the same time using the drag-and-drop area or the file picker on the Upload page. Each file is processed as a separate invoice. Multi-page PDFs are treated as a single invoice.
What if the AI extracted something wrong?
Open the invoice in the reviewing view and edit the incorrect field directly. If many fields are wrong, consider reprocessing the invoice to re-run AI extraction from scratch.
How do I find an old invoice?
Use the Searching & Filtering tools to search by invoice number, vendor name, date range, amount, or status. You can also use the global search bar in the top navigation.
What does the "Low Confidence" notice mean?
A Low Confidence Extraction notice means the AI is not confident about one or more extracted fields. Review the flagged fields carefully and correct them if needed.
Can I undo a status change?
Status changes follow a defined flow. See Invoice Statuses for details on which transitions are allowed and whether a status can be reverted.