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Agave Documentation

website·Indexed 33 days ago

https://ap-docs.agaveapi.com

Documentation for Agave's AP Automation and Expense Management, including guides for connecting ERP source systems such as Sage Intacct, Sage 100 Contractor, QuickBooks Online, CMiC, ComputerEase, and Viewpoint Spectrum. Covers receipt intake, approval workflows, credit card reconciliation, and field app setup.

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What's inside Agave

  1. Overview of Agave Expense Management workflow

    Agave Expense Management uses a 'bring your own card' model to convert credit card spend into coded, approved expenses in an ERP. The process consists of three primary stages:

    1. Receipt Capture: Cardholders submit receipts via the Agave field app or website.
    2. Matching: Agave automatically pairs submitted receipts with bank transactions from the connected bank feed.
    3. Coding and Approval: Agave auto-fills coding details, routes the expense to an approver, and writes the final record into the ERP.

  2. Overview of Agave AP Automation email ingestion

    Agave automates invoice extraction, coding, and routing by using a dedicated ingestion email address. The process works as follows:

    1. Agave provisions a unique email address for your organization.
    2. You configure a forwarding rule on your existing AP inbox to send copies of incoming emails to the Agave address.
    3. Agave extracts invoice data from attachments, matches vendors and projects, and populates the Agave Connector inbox.
    4. The original email remains in your AP inbox, ensuring no disruption to existing vendor workflows.

  3. Manage the Agave Expense Management approval workflow

    Agave Expense Management routes expenses through a structured process from submission to ERP synchronization. The workflow consists of three primary stages: Receipt Intake, Reviewer Approval, and ERP Sync. To configure the specific reviewers and the order of the workflow, use the Approval Workflow Settings.

  4. Understand how Agave header auto-coding works

    Header coding is a two-step process used to pre-populate invoice fields:

    1. Extract: Agave AI reads the invoice file to pull out values such as vendor name, project name/address, PO number, invoice date, and total amount.
    2. Match: Agave compares these extracted values against records synced from the connected ERP (projects, vendors, POs, subcontracts) to select the best match.

    Only matched ERP records are written to the accounting system; extracted text alone is never synced.

  5. View related documents and email attachments in Agave invoice view

    Agave provides a "Related Documents" flyout within the invoice view to help reviewers make informed approval decisions. This flyout displays all attachments associated with the same document and its corresponding email thread. The view explicitly denotes which attachments are invoices and allows reviewers to click on additional documents (such as waivers) to inspect them for further details.

  6. Automatically match delivery tickets to invoices

    Agave automatically links a delivery ticket to an invoice if they share the same contract, vendor, and project, or if they have closely matching dates and line items. Once linked, tickets are visible under the 'Related Documents' section of the invoice view.

  7. Understand Agave Invoice Inbox saved views

    Saved views in the Invoice Inbox allow users (reviewers, AP clerks, and admins) to persist specific data organization settings so they do not have to rebuild them manually.

    What is stored in a custom view:

    • Filters from the Filters panel
    • Row grouping (e.g., by Project or Vendor)
    • Column sorting

    What is NOT stored:

    • The active status tab (e.g., Draft, To Review, In Review, Approved, Synced, All). You must select the desired status tab independently of the saved view.
    • Column visibility (show/hide settings are per-user, not per-view).

    Custom views are shared across the AP Automation configuration; creating or deleting a view affects all teammates.

  8. Understand Historical Matching for auto-coding

    Historical matching is a machine learning feature where Agave learns coding preferences from team confirmations and corrections. In AP Automation, this applies to project and vendor fields at the header level and budget fields on non-committed line items to improve auto-coding accuracy over time.

  9. Understand expenses without receipts

    An expense without a receipt is used to close the gap when a card transaction occurs but no physical or digital receipt is provided (e.g., tolls, software subscriptions, or lost receipts). These expenses are created using only the transaction data (merchant, amount, and date). They are not a way to bypass approvals; they follow the same coding, review, approval, and ERP synchronization path as any other expense.

  10. Understand line item coding for commitment invoices

    For invoices tied to a commitment (Purchase Order or Subcontract), Agave creates one coding row for every line on the contract, including approved Change Order lines. Budget fields (such as Cost Code, Cost Type, and Sub Job) are inherited from the matched contract line. Agave pairs extracted invoice lines with contract lines based on line descriptions, budget descriptions, unit cost, and amount. If no strong match is found, the remaining amount is left unallocated for manual distribution.

  11. Understand the difference between Coding Profiles and Coding Policies

    In Agave, coding profiles and policies act as guard rails for field coding to ensure consistency in accounting data.

    • Coding Profile: A named set of coding values (Vendor, Ledger Account, Cost Code, Cost Type). When a user selects a profile, these values automatically fill the expense fields.
    • Coding Profile Policy: A list of allowed profiles. Assigning a policy to a user restricts them to only the profiles included in that policy.

    Key Constraints:

    • Policies only restrict non-admins. Admins can see all profiles regardless of policy.
    • Users with no assigned policy are not restricted and can see all profiles.
    • Both are managed under Settings > Coding Profiles.

  12. Prerequisites for connecting QuickBooks Online to Agave

    QuickBooks Online connects to Agave via OAuth. To approve the third-party app access, the person performing the connection must hold either the Administrator or Accountant role in QuickBooks Online. Standard users cannot complete this process regardless of other permissions.