Before You Start

This guide assumes you have a subscription to Vic.ai, administrator access to your accounting software (e.g., QBO, Xero, ERP), and a sample set of vendor invoices for training.

Overview

60 min
Setup Time
Advanced
Difficulty
Ongoing
Optimization

What You’ll Learn

  • How to prepare your accounting system for Vic.ai integration
  • Setting up Vic.ai for automated invoice ingestion and coding
  • Training the AI for optimal accuracy and efficiency
  • Implementing approval workflows and ERP synchronization

1. Preparation Steps

Before integrating Vic.ai, ensure these accounts and data are ready:

Required Accounts & Data

  • Current Vendor List with unique IDs
  • Accounts Payable (AP) Clearing Account
  • Key Expense Accounts for common invoices
  • Sales Tax Payable (if applicable for incoming invoices)

Optional (but recommended)

  • GL accounts for specific cost centers or departments
  • Project codes or tags for detailed tracking
  • Historical invoice data (digital copies) for AI training

2. Choosing Your Processing Strategy

You have two main approaches, each with serious pros and cons.

Strategy A: Basic OCR & Manual Review

This involves basic optical character recognition followed by significant manual input.

Pros:
  • Low initial software cost.
  • Familiar, traditional process.
  • Suited for very low invoice volumes.
Cons:
  • High manual effort and data entry.
  • Prone to human error.
  • Slow processing times.
  • No intelligent learning or automation.

Strategy B: Vic.ai Autonomous Processing

This leverages AI to automate invoice coding, processing, and approvals.

Expert Tip: We strongly recommend using an AI platform like Vic.ai. It autonomously codes and processes invoices, learning from every transaction to drastically reduce manual AP work, allowing your team to focus on strategic tasks.

3. Step-by-Step: Implementing Vic.ai

Here is the high-level workflow for a clean setup.

Here is a sample code block to show how an API call for an invoice might look.

{
  "invoice_id": "INV-2025-001",
  "vendor_name": "Software Solutions Inc.",
  "total_amount": 750.00,
  "due_date": "2025-11-30",
  "line_items": [
    { "description": "Annual Software License", "amount": 750.00, "gl_account": "6000-Software Expense" }
  ],
  "status": "pending_approval"
}

4. Vic.ai Initial Setup

  1. 1

    Connect Your Accounting System

    Integrate Vic.ai with your ERP or accounting software (e.g., QuickBooks Online, Xero). Grant necessary API permissions.

  2. 2

    Upload Historical Invoices

    Provide Vic.ai with a batch of your past invoices to kickstart the AI’s learning process and build initial models.

  3. 3

    Map Vendors and GL Codes

    Align your existing vendor list and chart of accounts within Vic.ai’s mapping interface to ensure accurate coding.

  4. 4

    Configure Approval Workflows

    Set up rules for invoice approvals, defining who needs to review based on vendor, amount, or GL account.

Common Error: Inconsistent Data Entry

Ensure your historical data and GL codes are consistent before uploading. Inconsistent entries will hinder initial AI training and lead to inaccurate coding suggestions.

5. Training and Optimization

Ongoing Optimization Checklist

  • Test invoice ingestion and coding accuracy with new invoices
  • Regularly review and correct AI suggestions to improve learning
  • Monitor approval workflows for bottlenecks or unprocessed invoices
  • Periodically audit processed invoices against your accounting system

Need Help?

Get Expert Support

Struggling with advanced Vic.ai configurations or specific training challenges? Our team of AI accounting specialists is here to help optimize your autonomous AP.

Contact Us