Assign PDFs to invoices with manual import
How to use the feature
Upload all your PDF documents at once using the manual import feature.
No limit : If invoice numbers are found in the PDF file names, you can import an unlimited number of documents.
Limitations: If invoice numbers are not found in the file names, you can import up to 200 documents at a time.
Background Task: The bulk linking process runs in the background, so you can continue using Cash Collect while your PDFs are being scanned and linked
How It Works
Match by PDF Name: The system checks if the PDF file name contains an existing invoice number.
If a match is found, the PDF is automatically linked to the corresponding invoice.
Fallback to OCR: If no match is found in the file name:
The document is scanned using Optical Character Recognition (OCR) to detect the invoice number.
If OCR finds a matching invoice number, the PDF is linked automatically.
If no match is found, the document is added to the Pending Verification process for manual review.
Assign PDFs to invoices with pending verification
How to use the feature
Upload your PDF documents using the basic Import Document feature.
Choose one of two options:
Manually Verify Documents: Go through the OCR verification process manually.
Link Documents to Existing Invoices: Let the system automatically match PDFs to invoices using OCR.
Automatic Linking: By selecting Link Documents to Existing Invoices, the system scans each PDF to find and match invoice numbers.
How It Works
OCR Matching: The system uses OCR to detect invoice numbers within the PDFs.
If a matching invoice number is found, the PDF is automatically linked to that invoice.
If no match is found, the document remains in Pending Verification for manual processing.
Understanding how document matching works
To maximize automatic matching, it's important to understand how the system identifies matches between PDF file names and invoice numbers.
Matching Rules
File name includes invoice number: The PDF file name must contain the exact invoice number.
No Extra Characters: There should be no letters or numbers immediately after the invoice number in the file name.
✅ Example: Invoice number
123matches file nameInvoice_123.pdf🚫 Does not match if file name is
Invoice_123A.pdf
Special Characters Handling:
Characters like
/,-,_, and.in invoice numbers can be transposed as_or removed in file names.✅ Example: Invoice number
123/Fmatches file nameInvoice_123_F.pdforInvoice_123F.pdf
Not Case Sensitive: Matching is not affected by uppercase or lowercase letters.
Examples
Matches:
Invoice number
123with file nameInvoice_123.pdfInvoice number
123-Fwith file nameInvoice_123_F.pdf
No Match:
Invoice number
123with file nameInvoice_1234.pdfInvoice number
123with file nameInvoice_123A.pdf
💡 Tips
Ensure Accurate File Names: To improve matching accuracy, name your PDF files to include the exact invoice numbers.
Special Characters: Be mindful of how special characters in invoice numbers are represented in file names.
Batch Import Advantage: Use batch imports to save time when dealing with large numbers of invoices.
Q&A ❓
What happens if the invoice number isn't found in the PDF file name or content?
The PDF will be added to the Pending Verification process, where you can manually link it to the correct invoice.
Can I continue working in Cash Collect while PDFs are being processed?
Yes! The bulk linking process runs in the background, allowing you to continue using the app seamlessly.