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Invoice capture solution

This article provides information about the Invoice capture solution that automatically creates vendor invoices from digital invoice images.

The Accounts payable (AP) department manages and processes invoices for goods and services that are received. The AP accountant verifies data on vendor invoices for the following reasons:

  • To avoid extra effort if adjustments or corrections are required during period close
  • To pay vendor invoices in a timely manner and prevent financial loss because of error or fraud

In recent years, different industries have widely adopted optical character recognition (OCR). It's now common for printed texts to be digitized, so that they can be electronically edited, searched, stored more compactly, and displayed online. The digital text can be used in machine processes such as cognitive computing, machine translation, text-to-speech, key data, and text mining.

The evolution of artificial intelligence (AI) technology has enabled modern OCR solutions to read different invoice formats from different vendors without requiring much human intervention. More companies recognize that they can save effort and improve accuracy by processing invoices through automation instead of doing manual processing.

Required roles

The following table shows the roles that are required to set up and use the Invoice capture solution.

Role Actions Systems Role names
Administrator
  • Set up environments in Microsoft Power Platform.
  • Deploy solutions in Microsoft Power Platform.
  • Set up connections between Dynamics 365 and AI Builder.
  • Set up Azure Data Lake Storage locations.
  • Install Invoice capture.
  • Dynamics 365
  • Microsoft Power Platform
  • Azure Data Lake Storage
  • Dynamics 365 administrator
  • Power Platform administrator
  • Storage Blob data owner
Environment maker
  • Create custom AI models, and create flows in Power Automate.
  • Microsoft Power Platform
  • Environment makers
AP admin
  • Set up and configure Invoice capture.
  • Microsoft Power Platform
  • Dynamics 365 Finance
  • Accounts Payable admin role
  • InvoiceCaptureOperator
AP clerk
  • Review and correct captured invoices in Invoice capture.
  • Invoice capture in Power Platform
  • Dynamics 365 Finance
  • Accounts payable clerk role
  • InvoiceCaptureOperator

The InvoiceCaptureOperator role must be included in the role settings to successfully run the derivation and validation logic in Invoice capture, and to transfer the invoice to Dynamics 365 Finance. For a touchless scenario, add the role to the corresponding flow user on the finance and operations apps side.

Note

Assign the Environment maker role to the Accounts payable administrator if they create channels in Invoice capture.

License

To use the Invoice capture solution, consider the following licenses for Dynamics 365 Finance customers:

  • Power Apps license (per user) – If users don't have a full Dynamics 365 Finance license and want to access Invoice capture, they need a Power Apps license with the InvoiceCaptureOperator role assigned in Dynamics 365 Finance.
  • Azure Data Lake Storage subscription – Usually, Dynamics 365 Finance customers don't need to subscribe to more Azure Data Lake storage if the 20-gigabyte (GB) Dataverse file license is sufficient to persist the original invoice documents. Different apps share this Dataverse file storage. You might need extra subscriptions if the Dataverse file capacity isn't sufficient. The same applies to Dataverse database storage (default capacity: 10 GB).
  • Invoice processing fee based on number of invoices – Dynamics 365 Finance customers are entitled to 100 invoice capture transactions per tenant per month. If customers need more transactions, they must purchase extra Electronic Invoicing stock keeping units (SKUs) at 300 US dollars (USD) for 1,000 transactions per tenant per month. The transaction capacity is available on a monthly, use-it-or-lose-it basis, and customers must purchase for peak capacity.

Licensing FAQ

How do you calculate the number of invoices for the monthly quota? Are received files included?

  • No, only the captured invoices count as valid transactions. If the file filter setting filters out a file, it doesn't count.

Is there a supported list of environment types for invoice capture?

  • Invoice capture supports integrated Dataverse environments. This support includes Partner Tier 2 environments. For more information, see Enable power platform integration.

If a role doesn't have the invoice capture license, can they view or sign in to invoice capture?

  • The Invoice capture operator role only applies in Dynamics 365 Finance. It doesn't block users from signing in to Invoice capture. However, the user misses the corresponding access to the virtual entities and receives an error.
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