The VIM Invoice Capture Service now always uses AI to read vendor invoice attachments from email. In most cases you will no longer need to type invoice numbers, dates, amounts, or hunt for vendor details in the PDF — the system extracts that information and creates a Pending VIM Invoice with the document already attached.
You don’t need to change anything or turn anything on. We’ll enable AI capture for your instance when we deploy the update.
What you get
Less manual data entry — key fields are pre-filled before validation
Faster review — validators confirm data instead of entering it from scratch
Smarter vendor matching — the system uses the vendor name from the invoice, Account Number (often shown as Customer ID), and sender email domain to select the right vendor record
Clear fallback — if the vendor is not matched automatically, AI-extracted values are saved in the invoice Description so you can fix it quickly
Allocation still needs your review — AI does not fully fill the allocation table. Default expense rows may come from the vendor card when a vendor is matched, but amounts and full distribution still need to be completed during validation
Quick example
An invoice from Paramont-EO Inc. arrives with total $543.04. AI reads the document and finds vendor names written two different ways (ParamontEO and Paramont-EO Inc.) plus Account Number 123123. The system matches the correct vendor, fills the invoice card, and links the PDF — ready for review in Pending.
The same logic helps when one company has several vendor records (for example, Graybar Electric with different account numbers for different divisions): the Account Number on the invoice points to the right record.
If a vendor is not filled in automatically, open Description → AI-extracted Fields, select the vendor manually, and add the Account Number to the vendor card in QuickBooks so future invoices match on their own.
VIM Invoice Capture with AI
You don’t need to change anything or turn anything on. We’ll enable AI capture for your instance when we deploy the update.
What you get
Faster review — validators confirm data instead of entering it from scratch
Smarter vendor matching — the system uses the vendor name from the invoice, Account Number (often shown as Customer ID), and sender email domain to select the right vendor record
Clear fallback — if the vendor is not matched automatically, AI-extracted values are saved in the invoice Description so you can fix it quickly
Allocation still needs your review — AI does not fully fill the allocation table. Default expense rows may come from the vendor card when a vendor is matched, but amounts and full distribution still need to be completed during validation
Quick example
An invoice from Paramont-EO Inc. arrives with total $543.04. AI reads the document and finds vendor names written two different ways (ParamontEO and Paramont-EO Inc.) plus Account Number 123123. The system matches the correct vendor, fills the invoice card, and links the PDF — ready for review in Pending.
The same logic helps when one company has several vendor records (for example, Graybar Electric with different account numbers for different divisions): the Account Number on the invoice points to the right record.
If a vendor is not filled in automatically, open Description → AI-extracted Fields, select the vendor manually, and add the Account Number to the vendor card in QuickBooks so future invoices match on their own.
More detail: see the updated section in How to create VIM Invoice.
Questions about capture setup or vendor matching? Contact your Fieldclix support team. We're happy to walk through it.
Take care,
The Fieldсlix Team
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