0:07 — Switching to the PaperSave demo — The presenter moves from slides into a live PaperSave environment and notes that existing users will recognize the homepage. They flag that PaperSave is broad enough that a full demo would be needed to cover everything, so only selected areas will be shown. 0:43 — Search, advanced search, and reports — An overview of the search capabilities: standard document search plus an advanced search that can build and save reports for reuse. The browser view is used to locate items such as vendor invoices, create records, and export or filter results. 1:22 — Workflow focus and invoice intake options — The presenter sets the scope for the rest of the session: concentrating on the payment side of the workflow, which adds only a few extra steps because invoices are already in PaperSave. They then introduce the different ways invoices can be brought into the system. 2:09 — Email monitoring, scanning, and drag-and-drop — The most common intake method is monitoring an existing AP email inbox, checked about every 15 minutes, with source messages moved to a history folder rather than deleted so a copy stays in the mailbox. Alternatives include connecting a scanner directly to a computer for mailed invoices, and dragging and dropping files. 3:01 — Dropping invoices into OCR — Several invoices are dragged into the OCR queue and shown uploading. One completes almost immediately while the others run scripts to identify vendors and other information on the documents. 3:32 — OCR field extraction and field training — OCR populates the vendor, bill/invoice number, total amount, and bill date. Clicking into a field highlights where the value was found on the document, and the system can be trained to map a differently-labeled field — such as a shipment date — for a specific vendor going forward. 4:46 — Payment terms, GL coding, and dimensions — Due dates come from payment terms on the vendor record, with terms selectable from Sage Intacct if none is set. Users add a description and GL account with defaulting options and vendor coding history, the chart of accounts is brought in with the option to limit which accounts are visible, and dimensions appear with the customer's own labels — department and location in the demo — alongside support for items and projects. 6:16 — Coding responsibility, reviewers, and duplicate check — Coding can be handled by the AP user or passed to an approver who has coding permissions. Without an automatic workflow configured, the submitter selects a reviewer from a list, and the system checks for duplicate invoice numbers before submission. 6:44 — Approver notification and access options — Submission routes the invoice to the reviewer, who is the approver. Approvers get an email notification and can approve by email, by mobile app, or through a link to a review session showing only their own items, while accounting or administrator roles may see everyone's. 7:46 — Accounting dashboard and redirecting approvals — A dashboard usually owned by accounting shows everything in process and where each item sits, making it possible to see what is stalled and why. Invoices can be redirected to another approver if someone is out without an out-of-office set, and historical information is also available. 8:25 — Approving invoices as a reviewer — Acting as an approver, the presenter shows adding GL coding if the reviewer is the one coding, attaching sticky notes, and hiding confidential details such as customer or employee names on sensitive documents like legal bills. The reviewer can reject with a comment or approve, which routes the item to the next person in the workflow. 9:31 — Final review and submit to Intacct — Fully approved invoices collect in a submit-to-Intacct queue normally owned by AP, where they can be double-checked as the last step before transfer to Sage Intacct. The audit trail of who approved each item is retained through this and later steps. 10:29 — Payment review and building batches by due date — Invoices submitted to Intacct also appear in payment review, which mirrors building a payment batch in an ERP by filtering on due date, such as everything due by a given Friday. Items are reviewed in detail and approved to move forward. 11:09 — Payment approval, provider handoff, and audit trail — Payment approval acts as the check signer, the last step before release to the bank or payment provider for checks, electronic transfers, or virtual cards. Batches go to the provider about every 15 minutes, payment method and date are recorded and shared back to PaperSave, and a tile links to the invoice image and a full audit trail of everyone who touched it.

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Demo: Sage Intacct AP Automation and Features

Key takeaways

The demo covers PaperSave document management and AP workflow with Sage Intacct, focusing on the payments portion of the process.
Invoices reach PaperSave three main ways: automated email inbox monitoring (checked roughly every 15 minutes), direct scanner input, and manual drag-and-drop.
OCR extracts vendor, invoice/bill number, total amount, and invoice date, and users can click a field to see where on the document the value came from, or train the system to pull from a differently-labeled field for a specific vendor.
Coding fields pull from Sage Intacct — payment terms from the vendor record, chart of accounts, and dimensions such as department and location — with items and projects also supported.
Approvers can act by email, mobile app, or a review link that shows only their own queue, while an accounting dashboard shows in-flight invoices and allows redirecting them to another approver.
After Intacct submission, invoices move to a payment review queue where batches are filtered by due date, then to a payment approval step acting as the check signer before release to the payment provider.
Payment batches are sent to the provider about every 15 minutes, and payment method and date are written back and shared with PaperSave alongside a full audit trail of everyone who touched the invoice.

Overview

This session is a product demonstration of PaperSave working alongside Sage Intacct, covering document search, accounts payable invoice capture, approval workflow, and payment processing. The presenter notes up front that PaperSave has more capability than a short session can show and that the focus of this particular walkthrough is the payment side of the workflow, which some attendees had not seen before. Because all invoices are already stored in PaperSave, the presenter frames the payment steps as only a few additional actions on top of the existing AP process.

The demo opens on the PaperSave homepage and its search capabilities. Beyond basic document search, there is an advanced search that can be used to build reports, save them, and keep them readily available. A browser view allows users to locate documents such as vendor invoices, create records, and export or filter results.

Invoice capture is shown next. The most common intake method described is monitoring an existing AP email inbox: the system checks roughly every 15 minutes, pulls invoices into PaperSave, and moves the source messages to a history folder rather than deleting them, so a copy remains in the mailbox. Organizations still receiving paper invoices can connect a scanner directly to a computer, and users can also drag and drop files. The presenter drags several invoices into the OCR queue and the files process while the demo continues. OCR populates the vendor, bill/invoice number, total amount, and bill date. Clicking into any populated field highlights where on the document that value was found. If a vendor labels a field differently — for example "shipment date" instead of invoice date — the system can be trained to map that field for that vendor going forward.

Remaining coding fields draw on Sage Intacct data. Payment terms come from the vendor record and drive the due date; if no term is on the vendor record, one can be selected from the terms configured in Intacct. Users can enter a description and assign a GL account, with defaulting options available and account history from prior scans for the same vendor used to suggest coding. The chart of accounts is brought in, and visibility can be restricted so users only see certain GL accounts. Dimensions appear using whatever labels the customer has configured — department and location in the demo environment — and items and projects are also supported. Coding can be done by the AP user or deferred to an approver with coding permissions. Where an automatic workflow has not been configured, the submitter picks a reviewer from a list. The system checks for duplicate invoice numbers on submission.

Once submitted, the invoice moves to the reviewer, referred to as the approver. Approvers are notified by email and can approve by email, by mobile app, or by clicking a link into a review session that shows only their own items; accounting or administrator roles may see everyone's. A dashboard, typically owned by accounting, shows what is in process and where each item sits, and allows an invoice to be redirected to another approver if someone is out unexpectedly; historical information is also available. In the approval view, reviewers can add sticky notes, redact confidential details such as customer or employee names on something like a legal bill so they are not exposed downstream, and either approve or reject with a comment. Approval routes the invoice to the next person in the workflow. Fully approved invoices land in a submit-to-Intacct queue normally owned by AP for a final check before transfer, with the audit trail retained throughout.

The final segment covers payments. When an invoice is submitted to Intacct it also appears in payment review, which mirrors how a payment batch is normally built in an ERP by filtering on due date — for example, everything due by a given Friday. Items are reviewed, details checked, and approved, after which they move to payment approval, described as the check signer and the last step before funds are released to the bank or payment provider for checks, electronic transfers, or virtual cards where the vendor accepts them. That approver can reject an item to hold it for the week or approve it to move forward. Batches are collected and sent to the payment provider about every 15 minutes; the provider handles execution. PaperSave does not make the payment itself but records how and when it was paid, writes those details back, and shares them with PaperSave, where a tile links to the actual invoice image and an audit trail listing everyone who touched the document through the process.

Chapters

0:07 — Switching to the PaperSave demo — The presenter moves from slides into a live PaperSave environment and notes that existing users will recognize the homepage. They flag that PaperSave is broad enough that a full demo would be needed to cover everything, so only selected areas will be shown.
0:43 — Search, advanced search, and reports — An overview of the search capabilities: standard document search plus an advanced search that can build and save reports for reuse. The browser view is used to locate items such as vendor invoices, create records, and export or filter results.
1:22 — Workflow focus and invoice intake options — The presenter sets the scope for the rest of the session: concentrating on the payment side of the workflow, which adds only a few extra steps because invoices are already in PaperSave. They then introduce the different ways invoices can be brought into the system.
2:09 — Email monitoring, scanning, and drag-and-drop — The most common intake method is monitoring an existing AP email inbox, checked about every 15 minutes, with source messages moved to a history folder rather than deleted so a copy stays in the mailbox. Alternatives include connecting a scanner directly to a computer for mailed invoices, and dragging and dropping files.
3:01 — Dropping invoices into OCR — Several invoices are dragged into the OCR queue and shown uploading. One completes almost immediately while the others run scripts to identify vendors and other information on the documents.
3:32 — OCR field extraction and field training — OCR populates the vendor, bill/invoice number, total amount, and bill date. Clicking into a field highlights where the value was found on the document, and the system can be trained to map a differently-labeled field — such as a shipment date — for a specific vendor going forward.
4:46 — Payment terms, GL coding, and dimensions — Due dates come from payment terms on the vendor record, with terms selectable from Sage Intacct if none is set. Users add a description and GL account with defaulting options and vendor coding history, the chart of accounts is brought in with the option to limit which accounts are visible, and dimensions appear with the customer's own labels — department and location in the demo — alongside support for items and projects.
6:16 — Coding responsibility, reviewers, and duplicate check — Coding can be handled by the AP user or passed to an approver who has coding permissions. Without an automatic workflow configured, the submitter selects a reviewer from a list, and the system checks for duplicate invoice numbers before submission.
6:44 — Approver notification and access options — Submission routes the invoice to the reviewer, who is the approver. Approvers get an email notification and can approve by email, by mobile app, or through a link to a review session showing only their own items, while accounting or administrator roles may see everyone's.
7:46 — Accounting dashboard and redirecting approvals — A dashboard usually owned by accounting shows everything in process and where each item sits, making it possible to see what is stalled and why. Invoices can be redirected to another approver if someone is out without an out-of-office set, and historical information is also available.
8:25 — Approving invoices as a reviewer — Acting as an approver, the presenter shows adding GL coding if the reviewer is the one coding, attaching sticky notes, and hiding confidential details such as customer or employee names on sensitive documents like legal bills. The reviewer can reject with a comment or approve, which routes the item to the next person in the workflow.
9:31 — Final review and submit to Intacct — Fully approved invoices collect in a submit-to-Intacct queue normally owned by AP, where they can be double-checked as the last step before transfer to Sage Intacct. The audit trail of who approved each item is retained through this and later steps.
10:29 — Payment review and building batches by due date — Invoices submitted to Intacct also appear in payment review, which mirrors building a payment batch in an ERP by filtering on due date, such as everything due by a given Friday. Items are reviewed in detail and approved to move forward.
11:09 — Payment approval, provider handoff, and audit trail — Payment approval acts as the check signer, the last step before release to the bank or payment provider for checks, electronic transfers, or virtual cards. Batches go to the provider about every 15 minutes, payment method and date are recorded and shared back to PaperSave, and a tile links to the invoice image and a full audit trail of everyone who touched it.

Questions this webinar answers

How do invoices get into PaperSave?

There are three methods described. The most common is monitoring an existing accounts payable email inbox: the system checks roughly every 15 minutes, pulls invoices in, and moves the original messages to a history folder rather than deleting them, so a copy remains in the mailbox. Organizations still receiving invoices by mail can connect a scanner directly to a computer and scan them in. Users can also drag and drop invoice files directly.

What information does the OCR extract automatically?

OCR populates the vendor, the bill or invoice number, the total invoice amount, and the bill date, which serves as the invoice date. Clicking into any populated field highlights the location on the document where the value was found.

What happens if a vendor's invoice labels a field differently than expected?

The extraction can be trained per vendor. If an invoice uses a label such as "shipment date" instead of invoice date, the system can be told to take that field and populate the date field by OCR, and it will apply that mapping for that vendor's invoices going forward.

Which data comes from Sage Intacct during coding?

Payment terms are pulled from the vendor record to calculate the due date, and if no term is set on the vendor record, one can be selected from the payment terms configured in Intacct. The chart of accounts is brought in for GL coding, with the option to limit which accounts specific users can see. Dimensions appear using whatever labels the customer has set up — department and location in the demonstration environment — and items and projects are also supported.

How do approvers review and act on invoices?

Approvers receive an email notification and can approve directly by email, through a mobile app, or by clicking a link that opens a review session. In the review session an approver sees only their own items, while an accounting or administrator role in PaperSave may be able to see everyone's. Within an invoice, an approver can add a sticky note, hide confidential information such as customer or employee names on sensitive documents like legal bills, and either approve the invoice or reject it with a comment. Approval routes the invoice to the next person in the workflow.

Is there a way to see stalled invoices and reassign them?

Yes. A dashboard, typically owned by the accounting team, shows everything in process along with where each item sits in the workflow, making it possible to identify what is not moving and why. If an approver is on leave or vacation without an out-of-office set, their invoices can be redirected to another approver. Historical information is also available on the same dashboard.

Are duplicate invoice numbers detected?

Yes. The system checks for duplicate invoice numbers at submission, which was noted as relevant because the same invoice numbers tend to be reused repeatedly.

How does the payment process work after an invoice is submitted to Sage Intacct?

When an invoice is submitted to Intacct it also appears in a payment review queue. This step mirrors how a payment batch is normally built in an ERP: filtering by due date — for example, everything due by a given Friday — reviewing the details, and approving the items to be paid. Approved items move to payment approval, which functions as the check signer and is the last step before release. That approver can reject an item to hold it or approve it to move forward.

Does PaperSave make the payments itself?

No. Batches of approved payments are collected and sent to a payment provider about every 15 minutes, and the provider handles the actual disbursement, whether that is checks, electronic transfers, or virtual cards where the vendor accepts them. The payment method and payment date are then recorded, written back into the relevant fields, and shared with PaperSave, where the invoice image and a full audit trail of everyone who touched the document remain accessible.

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