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
Instead of keying invoice data manually, the agent reads each document and extracts everything for you. Vendor names, amounts, dates, line items, and suggested GL codes all populate before you even open the invoice. Your day looks like this:
- Invoices arrive automatically over email forwarding. Email forwarding lets Mod AI categorize documents (invoices, credit memos, and others) as they come in.
- The agent extracts vendor, amounts, dates, line items, and suggested GL codes.
- Validation rules and integration-specific hooks run on every invoice. Anything that needs your attention surfaces as a notice.
- Bulk actions let you update many invoices at once instead of working through them one by one.
- For paper mail or vendor portals, you can upload invoices directly using the + New Invoice button on the Invoices list.
- Copilot lets you fix invoice fields in plain language, with a diff view before changes apply.
Your responsibilities
- Monitor incoming invoices arriving over email forwarding and upload anything that comes through other channels.
- Review AI-extracted data to confirm vendor names, amounts, dates, and line items.
- Resolve notices like duplicate invoices, processing errors, and validation failures.
- Code line items with the right GL accounts and dimensions.
- Submit invoices for approval once they are reviewed and complete.
Your role in Mod AI
AP Clerks have the AP Specialist entity role.
| Permission | Access |
|---|---|
| View invoices, POs, receipts | Yes |
| Upload invoices | Yes |
| Edit and review invoices | Yes |
| Approve or reject invoices | Yes |
| Customize the Agent | Yes |
| Manage approval policies | No (Controller or Administrator) |
| Manage vendors and other fields | View only |
| Manage users or entity settings | No (Administrator only) |
For the full breakdown, see User Roles.
Key features you use
- Invoice Uploading. Upload via the + New Invoice button on the Invoices list, which opens your computer's file picker.
- Email Forwarding. Invoices arrive automatically from your AP email inbox.
- Invoice Reviewing. Review and correct extracted data side by side with the original document.
- AI Summary. Read the agent's structured summary of vendor context and any flagged issues.
- Searching and Filtering. Find invoices using filters, saved views, and full-text search.
- Bulk Actions. Update statuses or fields across many invoices at once.
- Validation Notices. Resolve issues the system flagged before submitting for approval.
- GL Coding. Apply general ledger codes to invoice line items.
- Copilot. Fix fields in natural language with a diff and undo.
Daily workflow
- Check the invoices list. Most invoices arrive automatically over email forwarding and land directly in the queue.
- Upload anything that did not come through email. For paper mail or vendor portals, click + New Invoice in the top-right of the Invoices list and pick Upload file. See Uploading Invoices.
- Open each new invoice in the reviewing view and verify the extracted vendor, amounts, dates, and line items.
- Resolve any notices on the invoice. Common ones include duplicates and validation failures.
- Code the line items. Apply the right GL codes and dimensions, or confirm the agent's suggestions.
- Submit for approval. The invoice enters the approval workflow.
- Handle exceptions. Use Copilot for invoices that need many corrections, or use bulk actions to update many at once.
Common tasks
Upload an invoice
In the left sidebar, click Invoices. In the top-right of the page, click + New Invoice, then click Upload file in the dropdown. Your computer's file picker opens; select one or more invoice files and click Open. Mod AI accepts PDFs, images, Word docs, and spreadsheets. See Uploading Invoices for details.
Review extracted data
Open an invoice to see the agent's extraction alongside the original document. Confirm vendor name, invoice number, date, due date, amounts, and line items. Edit any field the agent got wrong. See Reviewing Invoices.
Resolve a duplicate invoice notice
When the system flags a likely duplicate, the duplicate invoice notice shows you the matching invoice. Compare the two, then dismiss or cancel based on which is correct.
Fix a field with Copilot
If you need to change line items or coding without clicking through every field, type a request into the Copilot chat bar at the bottom of the invoice. Review the diff, then accept or reject.
Use saved views
Set up filters (status, vendor, date range) and save them for one-click access. Useful if you process invoices for specific vendors or entities regularly. See Searching and Filtering.
Bulk update statuses
Select invoices from the list view and use Bulk Actions to move many at once. Useful when you finish reviewing a batch and want to push them all forward.
Tips
- Use email forwarding as the primary intake. It lets the system categorize incoming documents (invoices, credit memos, and others) so you spend less time on manual handling.
- Check the agent's suggestions before overwriting. The agent often suggests accurate GL codes based on your organization's history.
- Resolve notices promptly. Unresolved notices block invoices from moving forward.
- Save your most-used filters. If you search for the same criteria repeatedly, save the view.
- Learn the invoice statuses. Knowing each status tells you exactly where the invoice is and what comes next.
Frequently asked questions
How do I upload multiple invoices at once?
Click + New Invoice → Upload file on the Invoices list. In the file picker that opens, hold Shift (range) or Cmd / Ctrl (multi-select) to pick more than one file. Each file processes as a separate invoice. Multi-page PDFs are treated as a single invoice.
What if the agent extracted something wrong?
Open the invoice in the reviewing view and edit the field. If many fields are wrong, fix them with Copilot in a single prompt instead of clicking through each one.
How do I find an old invoice?
Use Searching and Filtering to search by invoice number, vendor name, date range, amount, or status. The global search bar in the top navigation also works.
What does a validation failure mean?
A validation failure notice means one or more fields did not pass the system's validation rules. The notice lists the affected fields. Fix them, then re-run validation with the Validate button.
Can I undo a status change?
Status changes follow a defined flow. See Invoice Statuses for which transitions are allowed and whether a status can be reverted.