AI Document Capture frequently asked questions (FAQ)

AI Document Capture intelligently processes, classifies, and enters accounts payable (AP) transactions. This all happens within Sage 50 to save you time, improve accuracy, and reduce paperwork.

Sage 50 Pro, Premium, or Quantum customers with an active cloud subscription have access to AI Document Capture.

AI Document Capture isn’t currently available with Sage 50 Accountant Edition. For accounting professionals, we offer AutoEntry—purpose-built to automate data entry, reduce errors, and free up time for higher-value work.

You can connect your company to AI Document Capture in one of three ways:

• In the Home window, click Apps & Services on the navigation pane. On the AI Document Capture tile, click Connect
• Go to File, AI Document Capture, Connect to AI Document Capture
• In the Home window, click Vendors & Purchases on the navigation pane. Click the AI Document Capture

You can disconnect your company from AI Document Capture in one of two ways:

• In the Home window, click Apps & Services on the navigation pane. On the AI Document Capture tile, click Manage service, Disconnect
• Go to File, AI Document Capture, Disconnect AI Document Capture

 NOTE: If you disconnect your company from AI Document Capture, links to original processed documents will no longer be available in your company. 

Refer to our Resource Centre.

You can upload documents directly from the AI Document Capture window by clicking Upload files. You can also email the documents to the unique email address linked to your account to upload them.

The system will generate a unique automation email address for you, one email address per entity. This is an inbox to convert documents to automated transactions only. You won't have access to the email inboxes.

Currently, you can process vendor invoices and vendor credit notes.  NOTE: Processing credit notes requires a Premium or Quantum subscription.

No. The option to upload purchase orders or open purchase order matching isn't available.

Files must be in PDF, JPG, JPEG, PNG, TIF or TIFF format. Files can't be larger than 20 MB.

Yes. You can upload up to 50 files at a time. Files must be under 20MB and emails must be under 40MB.

No. The feature doesn't support multiple invoices from different vendors in one file at this time. If you have multiple invoices from different vendors, the feature requires separate uploads for each vendor invoice.

To use AI Document Capture, users need the rights to modify vendor records and to enter purchases and payments transactions. In addition, any user can upload documents by emailing them to the unique email address linked to your account.

Yes. Once you've processed a document by AI Document Capture, you can review the transaction and make edits to any of the fields before posting.

If a matching vendor name exists in your company, AI Document Capture will select it automatically.

AI Document Capture extracts the vendor name from the document and matches it exactly with your vendor list in Sage 50. If there's no exact match, you'll need to select the vendor manually.

We’re exploring enhancements to our vendor matching results in a future Sage 50 update. In the meantime, you can increase the vendor matching accuracy by updating the vendor’s name in Sage 50.

AI Document Capture intelligently processes accounts payable (AP) transactions using information extracted from vendor documents (vendor invoices and credit notes). As you review, correct, and post transactions into Sage 50, we receive feedback information about the document. We use this feedback to train our AI models so that their predictions can improve and become more accurate the more you use the service.

• When surcharges, discounts or prepayments are present
• When individual line items don't have a description
• When invoices have an unusual layout

Yes. You can process foreign currency transactions if you've activated the option to enter transactions using foreign currencies and configured vendors with a foreign currency. The program will use the vendor’s currency for the transaction.

Yes. AI Document Capture is bilingual in English and French. You can process documents in either language.

All documents uploaded via AI Document Capture are stored on our servers in Dublin, Ireland (EU west).

Sage uses your data to extract the key fields from the documents you upload and other 'feedback' information. We send the feedback information once we've completed the process and made corrections. We use the data to train our AI models so that their predictions can improve and become more accurate the more you use the service.  

Sage protects this data when it enters the Sage ecosystem. Use a secure token linked to your registration to upload data into the AI Document Capture service. These secure tokens only allow you to upload and retrieve the extracted data back from the system. We have antivirus checks in place for all uploads and via our ai.sage.com email service. Sage's legal, cyber, and data security teams have approved the use of the AI Document Capture service.

Once uploaded, a link to the original document is available in the AI Document Capture dialog in Sage 50. You’ll get a link to the original document when reviewing a transaction before posting and when looking it up after posting.

Our servers store documents for five years from the upload date, as long as your Sage 50 company remains connected to AI Document Capture. After five years, we schedule these documents for deletion.

Each transaction you post with AI Document Capture will cost one credit. Uploading a document doesn't cost any credits. You only use credits when you post a transaction.

Sage 50 Pro, Premium, and Quantum customers with an active cloud subscription get 25 monthly credits. To purchase extra credits, call Customer Sales at 1-888-261-9610.

Yes. Credits are linked to your Sage subscription and you can share them between all companies linked to your subscription.

Credits are valid for a calendar month. At the beginning of each month, you get new credits.

No. Reversing, voiding, or cancelling a transaction doesn't refund the credit.

You can purchase more credits by calling Customer Sales at 1-888-261-9610. When you run out of credits, you can still upload documents, but you won’t be able to review or post transactions.

Yes. Call Customer Sales at 1-888-261-9610.