Reading Vendor Quotes and Invoices with AI
Upload a vendor quote or invoice to an order, let AI read its lines and match them to your resources, then review, correct and commit them as a document.
Typing a forty-line rental invoice into BackOps is slow, and it is where mistakes creep in. Instead, you can hand the vendor's PDF or image to AI. It reads the header, lines and adjustments off the page, suggests which of your resources each line is, and checks its own arithmetic against the totals printed on the document. Nothing reaches the order until you have reviewed it and selected Commit.
Reading documents requires event admin access on the event.
Upload a document for reading
Start a new document
Pick the vendor first
Choose the Vendor. Reading is unavailable until a vendor is set, because BackOps uses what it has learned about that vendor's line names to match lines.
Upload the file
Select Read it for me
BackOps uploads the file and opens its review page. Choose Just attach it instead to keep the file on a document you type in yourself.
Reading can take up to a minute. You can leave the page; the upload stays on the Documents tab with its state, Processing while it is read and Matching while its lines are matched to your resources. Open the row to come back to it.
Review the result
When reading finishes, the review page shows the source pages beside the extracted lines. Use the page links on each line to check it against the original.
Header. Confirm the Vendor, which is required to commit, and the Document type. Pick Quote or Invoice before you commit; the document type decides what the committed document does to the order's status.
Tie-out. A banner compares the lines with the totals printed on the document. Lines tie out with the document means the arithmetic agrees, including when the difference is explained by the document's tax, fees or discounts. Otherwise it says how much is unaccounted for. When the lines do not tie out, or a line cannot be traced back to the page, the review is Flagged. On a document priced line by line, BackOps also adds an Unexplained residual line that makes up the gap. You cannot edit or remove that line; fix the lines around it instead. A flagged review can still be committed once you are satisfied.
Lines. Each line has a description, quantity, unit price and line total, all editable, and a kind: Charge for the vendor's own price for a resource, or Reimbursable for something they paid and billed back. Add lines AI missed, and remove ones that are not real line items.
Matches. Each charge line shows its match to your resources:
| Match | Meaning |
|---|---|
| Suggested | AI proposed a resource. A small history icon means the suggestion was remembered from a correction you made on an earlier document from this vendor. |
| Confirmed | You accepted the suggestion. |
| Overridden | You picked a different resource. |
| Unmatched | No resource is linked. |
| Will create | You chose to create a new resource for the line. |
Open a line's match to search the order's needs first, then the event's resource types and variants. Choose Create new resource to open Create a resource, pick the Resource type, Quantity and Procurement, and select Create and match; BackOps adds the need to that procurement and matches the line to it. To fix several lines at once, select them and use Re-map. Reimbursable lines are never matched.
Rate card differences. When a matched line's price differs from the resource's rate card, a marker appears beside it. Choose Update rate card to write the document's unit price into the card's fixed cost when you commit, or Keep the card's current amount. Only documents priced at line level can update a rate card, only the fixed cost changes, and a card that prices more than one state has to be updated on the rate card itself.
Commit or discard
Select Commit to turn the review into a quote or invoice on the order, with its groups, lines and adjustments, and return to the Documents tab. Commit needs a vendor, a document type and at least one line, and any line marked Will create must have its resource created first. Matches you overrode are remembered for this vendor, so its next document needs fewer corrections.
Select Discard to throw the review away. The order is unchanged and the uploaded file stays in its folder. A committed review cannot be discarded.
When reading finds nothing or fails
No line items means the document had nothing to itemize, which is normal for contracts, riders and stage plots. Choose Enter manually to type the lines yourself on the same review page, or discard it.
Failed shows the reason and the step that failed. Retry reruns only that step: a reading failure reads the file again, and a matching failure reruns matching without reading the file again.
Reading uses your organization's AI credits, which are seeded at 100 AI credits per BackOps Pro seat and can be overridden per organization. When they run out, the review shows Paused. An organization admin can turn on overage or add seats from Billing settings, then select Retry.