In today’s fast-paced business environment, efficiency and accuracy are paramount for any accounts payable department. The advent of artificial intelligence offers new possibilities automating repetitive tasks, minimizing errors, and streamlining approval processes. Rillion AI stands at the forefront of this transformation, delivering a powerful solution to automate account coding and generate intelligent workflow proposals—based on your organization’s unique invoice history.
This guide is designed to help you quickly set up and begin working with Rillion AI, ensuring a smooth transition towards a more automated and future-proof way of handling invoices. Whether your goal is to reduce manual intervention, increase transparency, or enhance compliance, Rillion AI empowers your team to focus on higher-value activities while the system handles the details.
Getting started
Does your subscription include AI?
Existing customers: AI is an add on module and can be added to all Packages.
Note! As of 2026, AI is included in Professional and Premium packages.
If you are unsure if you have AI included in your Rillion subscription, please contact Rillion Support or your Customer Success Manager.
AI matching can be activated once the agreement is in place.
New Rillion customers
New customers without existing historical data, there will be a waiting period - typically two to three months - before sufficient data is available to generate a customer-specific model.
Inform internally
Let your team and organization know that you are enabling AI in Prime to reduce the administrative burden and make work more effortless using intelligent invoice routing and auto-coding capabilities. Approvers remain responsible for reviewing AI proposals, as errors may occur.
Identify AI candidates
Together with your team, consider whether to implement a complete rollout or begin with a limited number of companies or vendors.
Start with the most common scenarios
All companies will have different types of invoices, account coding structures and approval hierarchies. Some invoices will follow a standard process while others will be more complex and specific. Focusing on the most common scenarios first will give a great platform to start with.
By using AI in combination with base level configuration (reference matching), companies will rapidly bring automation to the most common scenarios.
If your organization has started to use Rillion recently we recommend first setting up basic reference matching that will give proposals for invoices until the AI is ready. The AI solution will need some historical data before it starts suggesting proposals.
It’s recommended to have AI activated from the start but as manual matching. When there is enough data, typically within 2-3 months, the automatic AI matching should be activated.
Enable AI for a company
In the Company settings, under Invoice Log, you can enable AI for each company with varying automation levels.
Several settings are available; however, for the activation step, the ones you should focus on are as follows:
Enable AI matching for Invoice Posting
This setting enables AI for the Company. Our recommendation is to use option C (Automatic).
The Automatic option is designed to maximize automation and functionality of the AI feature.
- No - AI is not activated
- Only Manually – AI support is enabled for the company; however, it must be requested by for each invoice individually. The manual request for AI support is made in the invoice log by the Accounts Payable team.
- Automatic – AI is activated and will be done automatically for all invoices that are a candidate for AI. The oding and flow proposal will be set when the invoices arrive at the Invoice log.
Confidence level to set Transfer for AI Matched Invoices
When AI determines the coding and flow, each invoice receives a confidence level flag. This setting specifies the minimum confidence required for an invoice to bypass AP review in the Invoice log.
We recommend starting with High, then later permitting Medium to bypass AP review.
- All
- Medium and High
- High
Enable AI matching for Flow predictions
To enable AI functionality for generating Flows for incoming invoices, select the checkbox:
- Use AI for Flow Predictions
Follow the Step-by-Step guide "AI - Company settings to Activate AI in Rillion Prime" to get started
Start using AI
Prerequisites
AI matching must be enabled for the company, check company settings. It can either be manual or automatic.
Manual AI matching
If AI matching is set to manual for your company, you must specify for each invoice whether you want to apply AI matching. This is done on the invoices in the Invoice Log
- Open the Invoice in the Invoice Log
- Choose Type of Matching to AI matching
- Click Match.
- The AI model is now generating a flow proposal and coding - this usually takes under 1 minute. You can continue to work with other invoices during this time.
- Reopen the invoice to view any AI suggestions and their confidence levels
Follow the step-by-step guide "AI - Manual AI Matching in Rillion Prime" for more information.
Automatic AI matching
When Automatic matching is configured in company settings, the invoice log displays all invoices processed by AI. Both the list and detailed views present the overall confidence level. Additionally, for each dimension and role suggested by the AI, the corresponding confidence level is clearly indicated.
Confidence levels
- Green = High confidence
- Yellow = Medium confidence
- Red = Low confidence
Changes can be made to both the coding and flow proposal.
Any changes made, both in the Invoice Log and during approval, will be reported back to the AI that will keep learning.
To change the account coding follow the step-by-step guide "AI - Working with an Invoice Matched by AI: Adjusting the AI-suggested Account Coding"
And to change the flow proposal follow the step-by-step guide "AI - Working with an Invoice Matched by AI: Adjusting the AI-suggested Flow"
Technical limitations for AI account posting
AI-powered account postings will cover the 95% most common invoice patterns.
In practice, this means: if 95% of a customer’s invoices historically have fewer than three posting lines, then AI will support up to three lines.
Invoices with more than three posting lines will not receive a prediction, since the AI model cannot reliably work with data that represents less than 5% of the total.
Technical limitations for AI Flow proposals
By default, the AI will only suggest roles that have been added into a flow through the following:
OriginOfRole (can be seen by mouse over in the Flow for an historical Invoice):
3 - Role manually added in flow
4 - Role manually added through report
13 - Flow copied from historical invoice
14 -Manually added flow proposal in flow
15 - Manually added flow proposal through reports
16 - Flow proposal manually added in invoice log
18 - Flow proposal from Vendor
19 - Flow proposal from company
20 - Flow proposal reference 1
21 -Flow proposal reference 2
22 - Flow proposal reference match
This means that if the flows you have today are built based on, for example ‘Rule based Flow auxiliary’ or ‘Dynamic flows’, those will not be used by AI to create new flows. AI will also not add the Manager roles into the flow, the manager roles will still be added to the final flow but with help of normal flow proposal functionality, this means that the Manger role will not be visible in the Invoice log, it will be added at transfer from the log if needed.
What approvers need to know
When an invoice is sent for approval, AI-generated coding suggestions are visible in the approver’s inbox.
The organization should be informed that AI functionality is active, including its purpose and expectations.
If the invoice coding suggestion is correct, the approver simply approves the invoice. If changes are needed, they follow the same steps as before.
The main difference to not using AI: the coding proposal now includes a confidence score color (see previous section). If the approver changes the coding, their values replace the suggestion and the color indicator disappears.
Level Up: Unlock more value
After using the AI feature in Rillion Prime for some time, it's helpful to review its performance. Identify what works well and where improvements are needed, then adjust the AI setup accordingly.
Certain types of invoices may present challenges for AI systems because of their complexity or variability.
See the step by step guide AI-Adjust settings for AI coding for more details
Additional configuration
Disable AI for specific Vendors
For some Vendors, the coding should always be the same, or that invoices are to be split over several lines with a fixed percentage. For those Vendors it might be better to use the Reference Matching in Rillion Prime instead of using the AI feature.
- Go to the Vendor register and find your Vendor
- Under the section Account Posting you will find the settings for AI
- Untick the checkbox ‘Enable AI Matching for Invoice Posting’ to inactivate AI for Account Coding
- Untick the checkbox ‘Activate AI matching for the Invoice Flow’ to inactivate AI for building the Flow.
For more information follow the step-by-step guide "AI - How to inactivate AI for a specific Vendor".
Disable AI for specific fields in account coding.
If certain Dimensions are frequently incorrect, they can be disabled from AI prediction. The relevant settings can be found under the Invoice Log section in the Company settings.
‘Do not use AI predictions on following fields’
Here account posting dimensions that are not to be predicted by AI Matching can be specified. Dimensions are specified using the database title and several values are separated by comma.
For example, if Object3 and Object4 are not to be predicted, value in the field would be ‘Object3, Object4’.
Tip: If you don’t know what Object types your dimensions/object belongs to, go to the Administration – Registers – Objects section, the drop-down under “Object type no” will show the Object types you are using and in the order of Object1-Object8
Utilize AI
To reduce the manual administration of flow- & account posting proposals, best in class companies use AI to complement business logic built up in the system, such as Reference matching.
Improved data on invoice images and captured data makes it easier for the AI to find patterns and make better predictions.
Reference match to be used when AI generated postings lines exceed:
Setting limits the number of account posting lines that are to be created at AI match. If more than the specified number of lines are created reference matching will be used instead on the invoice.
Reference matching to be used when AI generated posting lines exceed:
- 1 = use AI if not more than 1 line
- 2 = use Ai if not more than 2 lines
- 3 = use AI if not more than 3 lines
- Always = always use the lines from AI, no limits
Option 3 is recommended. Invoices containing more than three lines frequently receive less accurate suggestions.
Reports and Insights
Analyze the performance of the AP process
In Analytics there is a report called “Invoice Summary” where you have some great KPIs to analyze the performance of the AP process. The report provides details on what matching type is used and how they perform. Use the report to find vendors and invoices that provide poor matching outcomes with the help of the AI feature and investigate potential changes that could be made to improve the matching.
See the guide “Getting Started with Analytics – AP automation insights” for more great reports to use to help improve your organizations Invoice Automation
Concluding remarks
Now you know how to use AI to streamline your account coding and workflow process. This will help you to save time, increase accuracy, and continually improve your organization's AP operations.
Wishing you the best of luck as you begin your journey with the new AI solution. Success is just a few clicks away!