The Document Processor is an intelligent AI-powered feature within OFX's platform that automatically extracts and populates structured data from uploaded bills, receipts, and expense documents. This advanced capability replaces traditional Optical Character Recognition (OCR) technology with large language models to deliver superior accuracy and intelligent data mapping.

How the Document Processor Works

When you upload a document to create an expense or bill in OFX, the Document Processor automatically scans the document and intelligently extracts key information, including:

• Amount and currency

• Transaction date

• Merchant or supplier name

• Tax information

• Custom and tracking categories

• Line items (for invoices)

The system achieves a high success rate at automating user-defined fields, significantly reducing manual data entry and minimising errors. The Document Processor applies to both Expenses and Bills document uploads, making it a comprehensive solution for accounts payable automation.

Intelligent Data Mapping

The Document Processor goes beyond simple text extraction. It intelligently maps extracted data to:

• Internal expense and bill categories configured in your account

• Tax rates applicable to your business

• Tracking categories for cost allocation and reporting

• Accounts (including those integrated with Xero or QuickBooks)

• Supplier rules for bills—when a matching beneficiary is found in your system, supplier rules override OCR results to ensure consistency

Controlling Auto-Fill Settings

You have full control over which fields are automatically populated by the Document Processor. To customise auto-fill options:

1. Log into your OFX account.

2. Navigate to AI Workflows

   

3. Select Configure workflow settings on Document Processor.

   

4. Toggle the auto-fill options for fields such as:

   • Expense category

   • Tax rate

   • Description

   • Tracking Categories

Once configured, these settings apply automatically each time you upload a document. You can always review and edit auto-filled fields before saving to ensure accuracy.

Supplier Rules for Bills

For greater control over how the Document Processor handles specific suppliers, you can configure Supplier Rules directly on a Recipient (beneficiary). This is particularly useful when a supplier's costs are attributed to the whole business (e.g. head office expenses) and should not be assigned to a specific location, department, or tracking category.

How to Configure Supplier Rules

1. Navigate to Recipients in the left-hand menu.

   

2. Find and open the relevant recipient/supplier.

3. Click on the Rules tab in the Recipient summary panel.

   

4. Configure the desired default settings for that supplier, including:

   • Default budget

   • Default account code

   • Default tracking category

   • Default tax treatment

Tracking Category Behaviour

When a Default tracking category is configured for a supplier under the Rules tab, the behaviour depends on the option selected in the dropdown:

• No selection (unset): Supplier rules will be applied but the Document Processor's AI-suggested tracking category will not be cleared — the AI-filled value is preserved.

• "Don't pre-fill this category": The tracking category will be cleared, overriding whatever the Document Processor suggested. No tracking category will be pre-filled for bills from this supplier.

• A specific tracking category value: The selected tracking category will be applied to all bills from this supplier, overriding the Document Processor's suggestion.

When to Use "Don't pre-fill this category"

Select "Don't pre-fill this category" when a supplier's costs are shared across the entire business and should not be attributed to any specific tracking category. Common examples include:

• A head office supplier whose invoices apply to the whole organisation rather than a specific department or location.

• A shared services supplier where cost allocation is managed separately outside of OFX.

This ensures that bills from these suppliers are not incorrectly categorised by the AI, giving your team full control over how those costs are recorded.

Why is this important

The Document Processor transforms how businesses handle document processing and expense management. By automating data extraction from bills and receipts, it delivers several key benefits:

• Saves time – Eliminates manual data entry, allowing your team to focus on higher-value tasks

• Reduces errors – Achieves >96% accuracy in field population, minimising costly data entry mistakes

• Improves compliance – Ensures consistent categorisation and tax treatment across all documents

• Enhances visibility – Automatically maps data to your internal categories and accounts for better financial reporting

• Streamlines approvals – Pre-populated, accurate data enables faster approval workflows

For businesses using accounting software like Xero or QuickBooks, the Document Processor's intelligent mapping ensures seamless integration and accurate financial records.

Related FAQ Articles

• How can I create an expense?

• How to set up custom expense categories?

• How do I map expense categories from OFX to Xero?