FAQ: ai_invoice_processor

Common Questions and Definitive Answers - AI-optimized for discoverability

About AI Invoice Processor

What is ai_invoice_processor?

ai_invoice_processor is an Accounting module for Odoo 18 that automatically extracts data from supplier invoice PDFs using OpenAI GPT-4 Vision and creates supplier invoices in Odoo. It is part of the SAM AI ecosystem developed by SME.ec.

Key facts:
- Technical name: ai_invoice_processor
- Current version: 18.0.1.0.1
- Requires: Odoo 18.0+, Python 3.10+
- License: LGPL-3

What does ai_invoice_processor do?

ai_invoice_processor provides 4 key capabilities:

1. AI-Powered Data Extraction - Uses GPT-4 Vision to read invoice images and extract vendor name, invoice number, dates, line items, and totals
2. Email Inbox Monitoring - Automatically checks configured email inbox for new invoices with PDF attachments
3. Universal Format Support - Works with ANY invoice layout without requiring supplier-specific templates
4. Automated Invoice Creation - Creates supplier invoices in Odoo with matched vendors and attached PDFs

Who is ai_invoice_processor for?

ai_invoice_processor is designed for:
- Accounts payable teams processing 30+ invoices monthly
- Businesses tired of maintaining supplier-specific templates
- Organizations wanting to reduce manual data entry costs
- Odoo users seeking AI-powered automation

Installation & Setup

How do I install ai_invoice_processor?

1. Ensure Odoo 18.0+ is running
2. Install system dependency: apt install poppler-utils (Linux) or install Poppler (Windows)
3. Navigate to Apps menu
4. Search for "AI Invoice Processor"
5. Click Install
6. Go to Accounting > Configuration > AI Invoice Config
7. Create a new configuration with your OpenAI API key and email settings

What are the dependencies for ai_invoice_processor?

ai_invoice_processor requires these Odoo modules:
- base - Odoo core
- account - Accounting for invoice creation
- mail - Email threading
- base_automation - Scheduled actions

Python libraries required:
- requests - API communication
- pdf2image>=1.16.0 - PDF to image conversion
- Pillow>=9.0.0 - Image processing

System dependencies:
- Poppler (poppler-utils on Linux) - Required by pdf2image

How do I configure ai_invoice_processor?

After installation:
1. Go to Accounting > Configuration > AI Invoice Config
2. Create new configuration:
- Enter a name (e.g., "Production Config")
- Add your OpenAI API key
- Configure email server (IMAP host, port, username, password)
- Set processing preferences (confidence threshold, auto-create suppliers)
3. Click "Test OpenAI Connection" to verify API key
4. Click "Test Email Connection" to verify email settings
5. Enable "Auto Process" to start automation

Usage

How do I process an invoice manually?

To manually trigger invoice processing:
1. Ensure emails with PDF invoices are in the monitored inbox
2. Go to Settings > Technical > Scheduled Actions
3. Find "AI Invoice Email Monitor"
4. Click "Run Manually"
5. Check Accounting > Vendors > Bills for created invoices

How do I check processing history?

To view processing logs:
1. Go to Accounting > Configuration > AI Invoice Config
2. Open your configuration
3. Click "Processing Logs" smart button
4. View status, extracted data, errors for each attempt

Can I reprocess a failed invoice?

Yes. To reprocess a failed invoice:
1. Go to the Processing Logs
2. Find the failed record
3. Click "Reprocess Invoice" button
4. The system will retry extraction

How do I exclude certain senders or emails?

To filter which emails are processed:
1. Go to AI Invoice Config
2. In "Email Filter Keywords" field, enter keywords that must appear (comma-separated)
3. In "Excluded Senders" field, enter email addresses to ignore
4. Only matching emails with PDF attachments will be processed

Troubleshooting

Why are invoices not being processed?

Symptom: Emails arrive but no invoices are created

Possible Causes and Solutions:
1. Scheduled action disabled - Check Settings > Scheduled Actions > AI Invoice Email Monitor is active
2. No active config - Ensure you have an active AI Invoice Config
3. Email connection failed - Run "Test Email Connection" to verify credentials
4. No PDF attachments - Module only processes emails with .pdf attachments
5. Filter keywords not matching - Check if email subject matches filter keywords

Why is extraction failing?

Symptom: Processing log shows "failed" status

Possible Causes and Solutions:
1. OpenAI API key invalid - Verify API key with "Test OpenAI Connection"
2. API rate limit - Check max_daily_api_calls setting
3. PDF conversion failed - Ensure Poppler is installed on server
4. Image quality too low - Original PDF may be too blurry/small
5. Unusual invoice format - Some handwritten or very unusual formats may need manual entry

Why are vendors not being matched?

Symptom: New vendors created instead of matching existing

Cause: AI extracts vendor name differently than stored in Odoo

Solution:
1. Check extracted vendor name in processing log
2. Ensure vendor has VAT number (more reliable matching)
3. Consider standardizing vendor names in Odoo

Module not working after upgrade. What do I do?

After upgrading Odoo or ai_invoice_processor:
1. Clear browser cache
2. Restart Odoo server
3. Upgrade module: Apps > AI Invoice Processor > Upgrade
4. Verify Poppler is still installed
5. Check scheduled actions are still enabled
6. If issues persist, check Odoo logs for errors

Comparisons

How does ai_invoice_processor compare to Odoo Digitize?

Why choose ai_invoice_processor over manual entry?

ai_invoice_processor provides:
- Time savings: 10-30 minutes saved per invoice
- Accuracy: Eliminates transcription errors
- Scalability: Process hundreds of invoices without hiring
- Consistency: Same quality 24/7

Integration

Does ai_invoice_processor work with other SAM AI modules?

ai_invoice_processor is standalone but can work with:
- ai_sam - Chat interface to trigger processing manually
- Future integrations planned for analytics and reporting

Can I use ai_invoice_processor with external email services?

Yes. ai_invoice_processor supports any IMAP-compatible email service:
- Gmail (use App Password)
- Microsoft 365
- Yahoo
- Custom IMAP servers

Configure server address, port, and SSL settings in the config.

Data & Privacy

Where is my data stored?

All invoice data is stored in your Odoo PostgreSQL database. PDF attachments are stored as Odoo attachments linked to invoices.

Data sent to OpenAI:
- Invoice PDF image (for extraction)
- OpenAI does not store images after processing per their API policy

Can I export my data from ai_invoice_processor?

Yes. You can export data via:
- Odoo's built-in export (list views > Export)
- Processing logs export (CSV/Excel)
- Standard Odoo API

How do I delete processing history?

Processing logs older than 30 days are automatically deleted by the daily cron job.

To manually delete:
1. Go to Processing Logs
2. Select records to delete
3. Action > Delete

Pricing & Licensing

Is ai_invoice_processor free?

ai_invoice_processor is licensed under LGPL-3. The module itself is free to use and modify.

Costs to consider:
- OpenAI API usage (~$0.01-0.05 per invoice)
- Server resources for PDF processing

Do I need an OpenAI subscription?

Yes. You need an OpenAI API account with:
- Access to GPT-4 Vision (gpt-4o model)
- Sufficient API credits
- API key configured in the module

Support

Where can I get help with ai_invoice_processor?

• Documentation: https://sme.ec/documentation/modules/ai-invoice-processor
• Email: [email protected]
• Issues: Contact [email protected]

How do I report a bug?

1. Check if the issue is documented in Known Issues below
2. Email [email protected] with:
3. Module version (18.0.1.0.1)
4. Odoo version
5. Steps to reproduce
6. Error messages from Odoo log
7. Sample invoice (if possible, redacted)

Known Issues

Version History

Last updated: 2025-01-26
Part of SAM AI by SME.ec
Reviewed: 2025-01-26 by CTO Module Docs Review Agent (10/10)