How invoices arrive

Vigilis reads your carrier and vendor invoices automatically, extracts every line item, and checks each one against your service inventory and contracts so problems surface before you have to hunt for them.

How invoices get into Vigilis

There are two ways an invoice reaches Vigilis, and both are set up when your organization is onboarded.

• Forwarded automatically. During onboarding you set up how invoices reach Vigilis, usually an email forward or BCC address for your organization. Forward invoices to that address, or have your carriers send them there, and they are picked up on their own. Use the address from your onboarding setup. If you are not sure what it is, ask your provider.
• Uploaded manually. Use the Upload Invoice button on the Invoices page to add a PDF directly. Uploads must be PDF and up to 50 MB. If your organization has more than one company profile, you pick which company the invoice belongs to.

What happens after an invoice lands

Once an invoice arrives, Vigilis reads the PDF with AI, extracts every charge line, matches each line to a service in your inventory where it can, and reconciles the billed amounts against what you are contracted to pay. This usually takes well under a minute, though very large multi-location bills can take a little longer.

Each invoice also gets an AI confidence score from 0 to 100, reflecting how sure Vigilis is about what it extracted.

States you may see

Right after an invoice arrives, you may see one of these:

• Complete. It processed cleanly and appears in your invoice list.
• Still processing. Reading and matching is not finished yet. Large bills take a little longer.
• Monthly quota reached. Your plan includes a set number of invoice parses each month. Once that is used up, further invoices wait. Ask your provider if you expect to need more.
• Not an invoice. The document looked like a quote or order form rather than a bill, so it was set aside.
• Too large. The file is over the 50 MB limit. Split or compress it, or ask your provider for help.

Most invoices process cleanly and appear straight in your list. Ones Vigilis is not fully confident about are held for a quick check first. See The Review Queue. If a charge looks unusual, Vigilis flags it. See Anomalies and alerts.