Octopodi: Invoices

Understand your invoices. Automate invoice entry.

Octopodi helps you work with client invoices in SquidWeb in two ways: ask questions about your invoice data or turn existing invoice documents into draft invoices ready for review.

Get answers about unpaid invoices, outstanding amounts and payment behaviour, or let Octopodi extract information from an invoice document instead of entering it manually.

Two ways to work with invoices

Ask questions about your invoices

Use the Octopodi Chat to ask questions about your client invoices in plain language. Get information about outstanding payments, payment behaviour and your largest invoices without having to search through your invoice list manually.

For example, you can ask Octopodi:

How many unpaid invoices do we have, and what is the total outstanding amount?
What is the average time it takes our clients to pay?
What are our largest invoices from the last 12 months?
How many unpaid invoices are in each dunning level?

Octopodi retrieves information from your SquidWeb data and calculates the requested figures. Asking questions is read-only, so your invoices remain unchanged.

Create draft invoices from documents

Octopodi can also process an existing invoice document issued by your company to a customer and turn it into a draft invoice in SquidWeb.

Instead of entering the information manually, Octopodi extracts the available details, matches the customer where possible and proposes suitable accounts and tax types for the invoice lines.

The original document is attached to the draft so you can check the extracted information before releasing the invoice.

Multiple ways to create invoices

You can send invoice documents to Octopodi from different places in SquidWeb, depending on where the document is stored.

Entry point	How it works
Email attachments	Select Octopodi → create invoice from this document from the email attachment’s action menu.
Drop folders	Automatically process new invoice documents saved to a configured folder with the category Invoices.

From document to draft invoice

Whichever entry point you use, the document follows the same basic processing workflow.

Queued

The document is sent to Octopodi for processing and enters the processing queue.

Notification

When processing is complete, SquidWeb displays a notification in the notification bell. Open the notification to check the result and access the created draft invoice when available.

Draft invoice

When Octopodi successfully processes the document, it creates a draft invoice in Design.

Octopodi extracts the available information and prepares the invoice for you to review.

Octopodi creates a draft — you stay in control.
The invoice is not released automatically. Check the information before releasing it.

Review and release

Open the draft invoice and compare the extracted information with the original document.

Check the customer, invoice date, service period, invoice lines, accounts and tax types. SquidWeb calculates the totals from the invoice lines, and the review panel highlights differences between the calculated totals and those printed on the original document.

Once you have checked the information, you can release the invoice.

Releasing the draft does not generate a SquidWeb invoice PDF or send an invoice to the customer. The original document remains the issued invoice.

What Octopodi extracts

Octopodi reads the invoice document and prepares the available information for the draft.

Depending on the document, this can include:

Customer information
Invoice number and date
Service period
Invoice line descriptions
Quantities and unit prices
Line totals and VAT information
Accounts and tax types

Octopodi also tries to match the customer against existing SquidWeb contacts and uses previous invoices for that customer to help propose accounts and tax types.

If information is uncertain or several options are possible, Octopodi may leave a field empty and highlight it for review rather than guess.

Review before releasing

Before releasing a draft invoice, you can compare it with the original document and check the information extracted by Octopodi.

The review panel helps you identify details that may need attention, including customer information, invoice lines and differences between the printed and calculated totals.

If the customer cannot be matched, you can link an existing contact or create one if necessary and you have the required permissions.

Octopodi prepares the draft. You check the details and decide when it is ready to be released.

Automatic invoice processing with drop folders

If you regularly process invoice documents, you can configure a drop folder to automate the process.

Once the folder is configured with the category Invoices, new supported PDFs or images saved to it are processed automatically. Octopodi creates a draft invoice for the folder’s company, ready for review.

This is useful when you want to reduce repetitive data entry without manually starting the process for every document.

Invoices or receipts?

Octopodi has separate workflows for client invoices and supplier receipts.

Invoices: Documents issued by your company to customers — money your clients owe you.
Receipts: Supplier invoices, till receipts, fuel receipts and other documents relating to money your company pays to suppliers.

Even if a supplier document is labelled “Invoice”, it belongs to the Receipts workflow, not the Invoices workflow.

One skill. Two ways to work with invoices.

Whether you need answers about outstanding payments or want to reduce manual invoice entry, Octopodi helps you work with your client invoices more efficiently.

Ask questions. Automate invoice entry. Stay in control.