Detect specific keywords on invoices

Yokoy lets you determine a list of custom keywords to be detected on invoices. By using this keyword detection list in combination with user-defined workflows, you can highlight potential invoices that you may want to handle using different approval flows.

When an invoice is uploaded and a keyword is found, a notification is triggered in the Invoice overview page. It contains the found keyword(s) and the respective keyword rule(s).

If multiple keywords from a single rule are found on the invoice, then a single notification is triggered, which contains all the keywords found. If multiple keywords from different rules are found, multiple notifications are triggered.

Your Yokoy admin can set up the keyword detection rules to trigger a specific action such as mark a custom checkbox or add a specific text string in a custom input field in the invoice header. You can set up multiple actions as required.

Actions are not mandatory. If no action is configured in a keyword detection rule, then only a notification is triggered for the respective invoice in which a keyword was found.

If an action is configured in the keyword detection rule, then the custom field value(s) of the respective invoice is set accordingly.

Keyword actions and notifications are not interrelated. If a keyword is detected, a notification always appears in the invoice. Actions are only performed when they are configured in the keyword rule. If an action is reset in the respective invoice (e.g. a keyword checkbox is checked manually by an invoice processor), the notification does not disappear.

The keyword search is performed on the full text of the invoice.

Invoice custom field values can further be used in user-defined workflows to meet specific invoice processing requirements.

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