InvoiceIQ Settings

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InvoiceIQ Settings

Once the module is installed. Add the admin users to InvoiceIQ Admin group to allow access to InvoiceIQ objects. The user/admin will be able to see the InvoiceIQ tab on the global navigation menu bar.
In the connection settings page, clients can connect to the Mitratech InvoiceIQ infrastructure with API keys provided by support/services. They should reach out to support or their client account manager to receive their API keys, if needed.

The clients can indicate whether it's a test key or a real key using the checkbox. Each API key is attached to a license type (Public - Shared, Public - Read Only). The types of keys provided to the client will depend on their InvoiceIQ contract.

Note: To ensure visibility of the History page in InvoiceIQ, Its access rights are explicitly assigned to the InvoiceIQ Admin Group. By default, having only InvoiceIQ Admin rights does not grant access to the History page.

Security Settings

API key with Public - Shared license: Public - Shared license clients will have access to Mitratech's InvoiceIQ public model and will influence the evolution of the categorization model.
API key with Public - Read Only license: Public - Read Only license clients will have access to Mitratech's InvoiceIQ public model but will not provide data to influence the evolution of the categorization model.

Users with a Read-only License Type key have no access to:

Review Recent Line Items page
Flagged Line Items page
Create Historical Batch Tool
Learning Lab

Note: After changing a key or switching between Shared and Read-only, the user must log out and log back in for changes to take effect, especially for the Historic Batch Tool.

Clients can validate that their API keys are working and their instance can communicate with Mitratech's InvoiceIQ infrastructure by clicking the Test Connection button. Both the Prediction Server and Training Server should return Connection Established. Clients can trigger the prediction/training syncs immediately by clicking the Sync Now button.

The types of syncs that are triggered are based on the license type:

Public Read Only and Test will only run the prediction syncs and only create prediction objects during workflow.
Public Shared and Private will run both the prediction and training syncs and will create both prediction and training objects during workflow.

After an invoice enters workflow and the prediction sync process finishes, users will be able to see the InvoiceIQ categorizations. If the client has implemented billing rules in the module, then they will also see accompanying insights and recommendations. Because InvoiceIQ leverages invoice workflow, this process is only available for newer invoices. Services can provide a solution for processing older invoices.

Note: Mitratech InvoiceIQ infrastructure endpoints are managed by the module, and determined by the API key license type. In the unlikely case of the endpoints changing in the future, these endpoints can be modified in Setup.

During the upgrade from InvoiceIQ version 2.1 to 4.0, the license key must be validated post-upgrade. Typically validation occurs when the client updates their API key or toggles the Test checkbox. If a client is not updating either of those values during the upgrade, they can validate their existing API key license by clicking the Test Connection button.

The validateapikey rule qualifier's condition is currently set to AND. Upon upgrade, it will be changed to OR. However, clients who see AND must manually update to OR.

Threshold Settings

Set the Threshold values - Threshold values indicate the probability range that the prediction should be classified as low, medium or high (Values range from 0 to 1).

Default Values:

Low Prediction Threshold: 0.5
Medium Prediction Threshold: 0.65
High Prediction Threshold: 0.85

Note: It is not recommended that these defaults be modified without a thorough understanding of InvoiceIQ. These values are used to place a Low, Medium or High value for the confidence on the invoice line. They are not used for adjustments or recommendations.

Invoice Review Process and Invoice IQ Status

A status field has been added to the invoice to allow users to track where invoices are in the process. The following table defines the statuses:

InvoiceIQ status	Definition
Pending	Invoices are pending for predictions
Processed	Invoices are processed for predictions
Recommended	Invoices are recommended for predictions
Actioned	Invoices are applied with predictions
Not Processed	Invoices are not processed for predictions
Pending-Retrying	Invoices are pending for predictions and will try again

These status will be used in the Invoice warning block described below and the status field can be added to the interactive search view used in the My Pending Approvals screen. For more information about InvoiceIQ recategorization, refer to this link.

We have updated the Invoice to show users what the status of an invoice is with respect to InvoiceIQ processing. In order for this to be visible to users, the following block must be added to the object view for reviewers.

If the categorization is not complete, a categorization pending warning will appear as shown:

Note: In Teamconnect instances, clients can configure warnings. To do this, go to Setup → Object Definitions → Invoices → Blocks, and create an IIQWarning block with the IIQWarning.xml file. Their invoice approvers should then include this block in their invoice object views.
And if the categorization is complete without any recommendations and actions, you won’t see any messages. If there are actions, with or without recommendations, you’ll get actions made notification as shown:

Also, if the categorization is complete with recommendations and without any actions, you’ll get recommendations made notification as shown:

No InvoiceIQ messages will populate, if the workflow is complete and no recommendations were made. No InvoiceIQ message will be displayed for invoices that are not categorized. For more information about managing InvoiceIQ refer to this link.

Review Recent Line Items

The Review Recent Line Items feature enables users to review all the latest line items, that are in workflow and have predictions, those may contain errors or require further attention. Users can select the items and click Flag line Item to make necessary changes.

Note: The view is limited to the first 10,000 line items.

Flagged Line Items

Once flagged, these items are expected to appear in the Flagged Line Items section for follow-up actions. This process helps maintain accuracy and accountability by allowing post-approval corrections and feedback.

Note: Once a line item is flagged as important, its category cannot be updated unless the item is deleted and recreated.

Learning Lab

The Learning Lab feature of the InvoiceIQ module offers two key pieces of functionality. First, the tool offers a way to categorize historic invoice lines. This will enable reporting without having to wait for new invoices to come from vendors. The second feature is the ability to recategorize line items and then send the recategorized date to the training database.

The ‘Learning Lab’ tab in the InvoiceIQ Settings page is to display the invoice batch generation, batch job status, and batch list displays.

Historic Invoice Data Review Process:

Batches that are categorized will be displayed in this search view. Phase for each batch will be filtered based on the search view selected.

In the InvoiceIQ Historic Batches page, there should be four columns -, Invoices, Line Items, InvoiceIQ Historic Batch and Phase - that display first and are categorized as "Pending Review". There should be a format for naming the batch as - “Matter Id-Batch-Posting Date of first invoice in that batch - Total number of invoices in that batch”.

Job Manager

The Job Manager has been introduced to give users better visibility and control over system jobs. It enables users to monitor running tasks, their schedules, and whether they are active or available.

The jobs displayed on this page vary based on the user's license type. For instance, users with a read-only license will only view prediction-related jobs, whereas those with a shared license will also see jobs related to live training sync and historic training sync.

This functionality enhances operational transparency and helps users manage background processes more efficiently. The primary purpose of this page is to track job status and provide a means to control or restart jobs if they become stuck or encounter errors. While jobs are typically initiated automatically based on license validation, this page serves as a backup tool for IIQ admins to debug and resolve issues. It functions similarly to a scheduled actions page but is restricted to IIQ admins to prevent unintended changes by other users.

Historic Invoice Categorization

InvoiceIQ now includes the ability to categorize historic invoices without applying any MitraCode rules. This process focuses solely on categorization and does not alter or validate the invoices using rule-based logic.

To access the categorized historical batches, go to Tools → Create Historical Batches. Access to this tool depends on group permissions, so appropriate rights must be assigned.

The first step in the process is choosing the Set Go-Live Date, which marks the point from which invoices are assumed to flow into InvoiceIQ automatically. Clients can create historical batches from the Invoice settings page.

After this, users can specify the Start Date For Categorization, typically covering invoices from the current year and possibly the previous year.

Note: Users should set the Go-live date as the next day, if the client needs to process any invoices posted on the same day. This prevents double processing, which can occur if the system includes invoices from both the start and end dates in subsequent runs.

Clicking the Get Batch Info button will display how many invoices need to be processed. Each batch will contain 1,000 invoice lines, allowing for efficient and manageable categorization.

Progress can be tracked by returning to the same screen, which will show the current status of the categorization process.