Seek answers to some of our most frequently asked questions about the document import process.
How can I import documents into Zudello?
What method of import do you recommend?
What type of documents can I import into Zudello?
How does Zudello read my documents?
What type of files can I upload?
What type of files are unsupported?
What if my supplier/ customer sends me multiple documents in one file?
How are utility bills extracted?
What happens if my file type is unsupported?
What happens in the Scanning and Analysing phases?
Can I bypass the Analysing phase and enter the document manually?
What happens if my document has not been extracted?
What happens if my document is extracted in-accurately?
What if there is an error message with my document at User Review?
How can I import documents into Zudello?
Either email documents into your Zudello Team’s share inbox or manually upload the document from your computer.
Importing a document into Zudello
What method of import do you recommend?
Zudello recommends the email import process as it is the most time effective. Either provide your new Team inbox to your customers and suppliers to send documents directly or set up an automatic forward from your accounts inbox, both options will help optimise the import process.
What type of documents can I import into Zudello?
The Platform has been optimised to process Purchase Orders, Invoices, Statements, Credits and Delivery Dockets. While every effort has been made to support all variations, some documents will be outside of the remit of the platform due to layout, formatting, different document type or other reasons.
How does Zudello read my documents?
When processing documents the system utilises machine learning and cognitive OCR. This aims to continually improve the scanning and analysing of documents by learning from the documents it scans. It learns in a human way so if a human is not able to understand the field or interpret the data, then the machine won’t be able to either.
What type of files can I upload?
Zudello supports PDF, Word, Excel, Images (PDF, JPEG, TIFF) and CSV files. All documents must be of high quality and in English for extraction.
What type of files are unsupported?
The Platform does not support the following document types:
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Handwritten documents
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Scanned documents that are not a true representation of the original (ie at an angle, poor quality / resolution, data cut off, etc.)
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Where the document has been damaged with smudges, stamps or writing across the document
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Any extraction of text from a logo if it is a text based PDF
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Extraction from password protected files
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Documents with more than 50 pages
What if my supplier/ customer sends me multiple documents in one file?
In the event you receive multiple transactions in one file Zudello will only extract the first document. In order to capture each transaction you will need to split the document into multiple transactions for processing. Zudello has a built-in split tool to aid with this process.
We recommend asking your customers and supplier to send 1 transaction per file to improve your document capture process.
Do you support Photos?
Yes we do! While Photos are supported they must follow the following guidelines.
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Take the photo as straight as possible
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Use the focus on your camera to ensure the information isn't blurry.
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Take a photo of the entire receipt/document.
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Avoid writing over the data on the document.
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Any extraction of text from a logo if it is a text based PDF
How are utility bills extracted?
All utility bills are extracted without line items.
What happens if my file type is unsupported?
If your file type is not supported, Zudello will not be able to extract the details from the document. As a result, to process the document you will be responsible for entering the document details manually so that it can be captured and sent through your normal document process.
How to enter a document manually
What happens in the Scanning and Analysing phases?
During the scanning and analysing phases Zudello extracts and analyses your documents. During this time, the document extraction accuracy is evaluated and either passes through without any validation errors to the Ready status or is flagged for review and sent to User Review.
How Scanning and Analysing works
Can I bypass the Scanning and Analysing phase and enter the document manually?
Yes, in the event you need to urgently process a document and you don’t want to wait for it to finish analysing you can move it into the User Review status and bypass the extraction.
When this occurs Zudello will not extract the document details and you’ll be responsible for entering the details manually.
How to cancel a documents scanning and analysing
How to enter a document manually
What happens if my document has not been extracted?
If a document has not been extracted then it has failed to meet our platform requirements. You should see a message at the top of the document showing you why it has failed. To process the document you will be required to fill out the details manually.
How to enter a document manually
What happens if my document is extracted in-accurately?
In the event the document has been extracted in-accurately you can either amend the document fields to fix the singular document or you can amend the mapping to fix the mapping for all future documents from this customer/supplier.
To simply process this document, change the data extracted from the document in the document fields. This can be done by clicking directly into the field and either typing the value you wish to enter or searching for the record you wish to apply.
To change the mapping, you will be required to re-map the document. View our instructions on how to map a document using our help article link.
How to enter a document manually
What if there is an error message with my document at User Review?
If there is an error message on the document at User Review then your document cannot be extracted. Read the error to determine why the document has been rejected and enter the document manually.