Rillion Prime — Capture Documentation

Rillion Prime — Capture DocumentationVersion 1.0.27

What is Rillion Capture

Rillion Capture is an AI-native invoice capture solution, developed in-house as part of Rillion's AP management products. It automates the extraction of data from invoices — eliminating the need for manual data entry — while delivering high accuracy and a customisable experience. Developing the solution in-house gives Rillion full control over the data capture process.

How it works

Rillion Capture uses a multimodal AI model capable of processing both text and images. When an invoice arrives, the system:

1. Receives the invoice via email
2. Standardises the document — rotates pages
3. Classifies the document — invoice type, language, jurisdiction, and buyer
4. Extracts invoice fields
5. Sends the structured data to the relevant product for further processing

The underlying models are trained on extensive datasets, enabling accurate extraction even for invoice formats not previously encountered — without requiring pre-configured templates. AI-driven extraction is combined with rule-based methods to provide a robust foundation for reliable data capture.

Supported formats

• PDF (recommended)
• PNG
• JPEG

PDF is the recommended format as it enables additional features in some workflows. For scanned invoices, a minimum resolution of 200 DPI is recommended. As a general rule, what is difficult for a human to read will also be difficult for the system to process.

Invoices must be sent as email attachments — content in the email body is not captured.

Encrypted, password-protected, and access-protected PDFs and zip files are not supported.

File size limits

• Maximum email size including all attachments: 25 MB
• If the limit is exceeded, the sender receives an automatic delivery failure notice
• For large files, sending one file per email is more reliable than many files in one email
• Invoices larger than 25 MB can be uploaded via the Rillion interface (coming soon)

Receiving invoices — email addresses

Invoices are submitted by emailing them to a Rillion Capture email address. There are two domains:

All new customer email addresses use these domains.

Email notifications

Rillion Capture sends automatic email notifications to the sender (supplier or forwarding address) in the following situations:

Customer notification address (optional):

A notification email address can be configured at email level. If set, the customer receives the same error notifications as the sender (except the size limit message). This helps customers track whether supplier submissions are reaching the system successfully and avoid receiving reminder invoices for submissions that failed silently.

Splitting multi-invoice PDFs (batch)

To send a PDF containing multiple invoices for automatic splitting, use the batch variant of the Capture email address. The batch address is the same as the standard address with +batch added before the @:

The split behaviour is controlled by the number of blank pages placed at the very start of the PDF (before the first invoice):

Splitting is only available when sending to a +batch address. Sending to the standard address does not split multi-invoice PDFs.

Data storage

Rillion Capture operates separate environments for US and non-US customers.

Setting up an email

Emails for Prime Capture are configured from the settings page within the Capture Verification interface. This page is accessible to Prime users with access to the Capture Verification interface.

When setting up an email, the following options are available:

• Link one or multiple companies to the email (enables company identification)
• Notification email address — invoices that cannot be processed will be forwarded here
• Configure email aliases — additional names for an email, useful when suppliers consistently misspell a company name, or when the company has changed its name

The connection between an email and its companies can be changed at any time.

Syncing companies

To update company data across all active inboxes, click Sync companies on the email settings page. Use this after making changes to company data in Prime to ensure all inboxes reflect the latest information.

Company identification

When an email is linked to multiple companies, company identification automatically determines which company an invoice belongs to.

Rillion Capture extracts the following buyer fields from each invoice and compares them against the companies linked to the email:

• Company name
• Organisation number
• VAT number
• European Article Number (EAN)
• Address
• Email
• Phone number

Values are normalised (lowercased, whitespace and dashes removed) before comparison. An exact match on any single field is sufficient to identify the company.

If an email is linked to only one company, that company is always assigned automatically.

If no matching company is found, the Company field will be empty in the verification view.

Supplier identification

In order to identify the correct supplier for an invoice Rillion Capture performs supplier identification. Information extracted from the invoice is compared against the supplier records in Prime. The matching algorithm performs matching on a variety of fields, with different weights according to their similarity and importance. These include:

• Org number
• VAT number
• Bank account information
• Supplier name
• Email
• Phone number
• Address
• Currency

The best match is presented in the verification view. If no matching supplier is found, the supplier field will remain empty in the verification view. If a customer adds a new supplier to their ERP, it may take up to 24 hours before the supplier is visible as an option in the verification view.

Because matching is performed across multiple fields simultaneously, suppliers that share a bank account are still correctly identified — supplier name, VAT number, and other identifiers are used alongside bank account information to determine the best match.

Accurate supplier matching depends on the supplier register in Prime being up to date. If matching is not working as expected, check that the supplier information in Prime is correct and current.

Attachment handling

Apart from invoices and credit notes, Rillion Capture also processes expense documents and payment reminders. These are automatically classified as invoices and appear in the invoice view rather than the attachment view.

Converting attachments to invoices

If a file has been received as an attachment and should be treated as an invoice, it can be converted directly from the attachment view:

1. Select one or more attachments in the attachment view
2. Click Mark as invoice
3. The selected files are sent to Rillion Capture for processing, and the original attachments are deleted

Processing may take a few minutes. Once complete, the invoice will appear in the invoice list and may go through Capture Verification if required.

Capture Verification

Overview

When an invoice is captured, it is evaluated to determine whether it requires human review or can be sent directly to the invoice log. If human verification is required, the invoice appears in the Capture Verification view.

Reviewing and correcting invoices

In the Capture Verification view, users can:

• See the invoice image
• Review captured field values
• See any validation warnings
• Correct captured values before sending the invoice forward

Changes can always be saved. The invoice cannot be transferred to the invoice log until all required validations pass.

Copying values from the invoice image

To copy a value directly from the invoice into a field, draw a bounding box around the text on the invoice image. The recognised text within the box is copied into the active field.

Validations

Invoices are subject to two levels of validation:

• Hard validations — certain fields must always be present (company, supplier, invoice number, dates, and amounts). An invoice cannot be sent to the invoice log until all hard validations pass.
• Soft validations — checks on conditions such as whether invoice and due dates fall within acceptable limits, and whether invoice amounts are consistent and use valid VAT rates. These trigger manual review but can be approved by a user in Capture Verification.

There are multiple settings controlling the soft validation to give the user control of what validations are relevant for them. Settings can be applied globally or overridden per company or supplier. For a complete list of all validation rules and configurable settings, see the Validation rules reference section.

Sending to the invoice log

Once verified, the invoice is transferred to the Prime invoice log. The invoice data is added to the Prime invoice capture table and the invoice image is copied to Prime. The same job that imports invoices from the previous capture solution imports invoices from Rillion Capture. Invoices may not appear immediately in the invoice log — the delay depends on how frequently the job is scheduled to run.

List view filtering and sorting

The invoice list in Capture Verification can be filtered and sorted to help users find the most urgent invoices and prioritise their work.

Filters:

• Company — search by name or company ID
• Supplier — search by name or supplier ID
• Amount — range filter (minimum and/or maximum)
• Invoice number — text search

All columns can be sorted: Company, Supplier, Invoice date, Due date, and Total amount.

When opening an invoice, navigation between invoices respects the active filters — only invoices matching the current filter are included in the navigation.

Best practices for reviewing invoices

An invoice appears in Capture Verification because something on it is worth a human look — not necessarily because something is wrong. If no review is needed, the invoice is sent directly to Prime.

When you open an invoice, any issues are shown as warnings:

• Red warnings must be resolved before the invoice can be sent to the invoice log — they indicate missing or invalid required information.
• Yellow warnings flag fields that are worth a closer look. No action is required to proceed, but they indicate something unusual.

To prevent the same issue from repeating:

• Incorrect capture — value is on the invoice: Go to Invoice data settings and update the field mapping so the value is captured correctly next time. The solution is often a company or supplier override, a custom field, or a custom rule.
• Incorrect capture — value is missing from the invoice: Contact the supplier and ask them to include the required information on future invoices.
• Correct capture — validation warning triggered anyway: Go to the validation settings and adjust the rule to better match your use case.

Access rights

Prime admins can assign each Capture Verification user one of three access levels. The two stricter levels — Company-limited and Approve-only company-limited — scope a user's access to companies according to their existing company access rights in Prime. The recommended default is Standard — the open model is more efficient and better for capture quality.

Access levels

Standard — No restrictions. Full access to all invoices, attachments, Invoice data settings, Validation settings, and Email settings, regardless of the user's company access rights in Prime. This is the default and the recommended level for most users. Because Standard users can access settings, they can fix capture issues themselves when they spot them during verification — this distributed, in-context improvement is how capture quality gets better over time.

Company-limited — Access is scoped to the companies the user has access rights to in Prime. In Invoice data settings and Validation settings:

• Only company-level override groups are visible, limited to companies the user has access to — no access to supplier overrides, since supplier settings are shared across companies and could affect companies outside the user's scope
• No access to global settings, since these apply across all companies, including ones outside the user's scope
• The user can add or remove their own companies to/from a company override group they can see
• The user can change a company override group's value only if they have access to all companies in that group
• Email settings are not accessible

Use this when there is a genuine business need to limit visibility or separate work by team.

Approve-only company-limited — Same company scope as company-limited, but with no access to Invoice data settings, Validation settings, or Email settings at all. This level should only be used where strict data control is a real requirement. The trade-off is significant: Approve-only users can spot capture issues during verification but cannot act on them — improvements must be escalated to someone with settings access. This concentrates capture quality work on a small group of admins instead of distributing it across the people doing the actual review.

Company scope

A user's company scope in Capture is derived entirely from their existing company access rights in Prime — it is not a separate setting configured for Capture. This applies to the two company-limited access levels. Standard access always has access to all companies, overriding any company access restrictions defined in Prime.

For a user with restricted company access:

• They see only invoices for those companies, plus unidentified invoices from inboxes linked to their companies
• They see only attachments from inboxes linked to their companies
• Inbox access is derived from company assignment — it is not a separate permission

Access summary

Recommended setup by customer scenario

Setup

Access levels are controlled by Prime permission groups, in the Invoice Capture settings section. Company scope for the two restricted levels follows the user's existing company access rights in Prime.

Country support

Support level definitions:

• Very good+ — Highest accuracy tier, extensively tested with curated data sets and human verification.
• Very good — High accuracy, tested with curated data sets.

Invoices from countries not listed above may still be captured successfully, but performance has not been tested or optimised for those regions. As a general rule, larger languages and countries tend to yield better out-of-the-box results, as more training data is available to the underlying models.

We continuously add more countries to our list of supported countries.

Header level extraction

Current limitation: for invoices exceeding 50 pages, only the first 10 and last 10 pages are processed for header-level extraction.

Invoice data settings

The Invoice data settings page, accessible from within the Capture Verification interface, controls how captured invoice data is mapped to Prime fields. The page lists all Prime header fields as they appear in the invoice log, including group fields, accounts, and objects. Line fields will be added when line-level capture is available.

Best practices

Each Prime field can be mapped to different types of invoice data using the Invoice data to use dropdown. This guide explains when to use each option.

Standard field — use what is already captured If the data you need is already captured, use one of the standard fields. Rillion Capture extracts a large set of information from each invoice — from supplier address to electricity meter number. Check the dropdown on the Invoice data settings page to see all available captured fields.

Custom field — capture something new from the invoice If the information you need is not in the dropdown but is present on the invoice, create a custom field. Describe what to capture in your own words, as you would to a person reading the invoice — for example: "Take the building number marked as 'Building' or similar — it is a 3-digit number."

Custom rule — transform a captured value If a value is already captured but needs to be modified, use a custom rule. No new field is needed — the rule works with existing captured fields as inputs. Describe the transformation in your own words — for example: "Remove the letters 'PO' from the beginning of the purchase order number" or "Add the invoice number to the project number."

Company override — different settings for specific companies If only some of your companies need different mappings or rules, use a company override instead of changing the global setting. This lets you apply specific behaviour to individual companies without affecting others.

Supplier override — different settings for a specific supplier If a supplier sends information that is only relevant for invoices from that supplier — or sends it in a format that needs special treatment — use a supplier override. The custom logic is applied only when that supplier is identified on the invoice.

Mapping a field

For each field, select which captured value to map to it from a dropdown. The available options are:

• None — disables the field; it is hidden from the Capture Verification UI and its value is not sent to Prime
• Empty — keeps the field active but always sends it as empty
• Computed values — the system automatically selects the most appropriate value using built-in logic (for example, selecting the best available payment reference from several captured candidates)
• Captured fields — a specific value extracted directly from the invoice
• Custom fields — custom fields you have created (see below)
• Custom rule — a transformation applied to a captured value (see below)

Most fields have sensible defaults and do not need to be changed. Fields such as Reference 2 or group fields typically require explicit mapping. For most cases the information you need is already captured — check the list of captured fields.

Custom rules

If you need to modify a captured value before it's mapped to a Prime field, create a custom rule. Describe the transformation in plain English using @ to reference specific fields, then click Generate — the system converts the description into a structured rule that applies to every invoice.

Examples:

• "If @purchase order number is more than 6 characters, remove additional characters from the end"
• "If @project number is empty, use @invoice number"

Custom fields

If the value you need is not captured by default, create a custom field using the Create custom field button in the top right corner. Provide a field name, data type, its typical location on the invoice, and a plain-English description of what to capture.

Example: "A car registration number in Swedish format. Often located near the word 'car'."

Custom fields you create appear under Custom fields in the mapping dropdown and can be mapped to any compatible Prime field.

Company and supplier overrides

Settings apply globally by default. To use different mappings for specific companies or suppliers, use the Company overrides or Supplier overrides tabs on each field. Overrides can be configured for individual companies, individual suppliers, or groups.

This is useful when certain information is only relevant for some companies, or when a supplier sends data in a specific format or includes additional fields not present on other invoices.

Change history

The Invoice data settings page keeps a log of all changes to field mappings. Click History to see what was changed, by whom, and when.

Validation rules reference

Field mapping and soft validation

Whether a field is enabled or disabled in Invoice data settings controls whether its soft validation rules run.

If a field is disabled in Invoice data settings, all soft validation rules for that field are skipped entirely.

Hard validation rules

These fields are always required. If any are missing, the invoice cannot be sent to the invoice log.

Soft validation rules

These rules apply in addition to all hard rules.

Company

Currency

Supplier

References

These checks only apply when reference validation is enabled for the respective field and the field is enabled (default: on).

Purchase order

These checks are skipped when the Purchase Order Number field is disabled in Invoice data settings.

Contract

These checks are skipped when the Contract Number field is disabled in Invoice data settings.

Due date

These checks only apply when due date validation is enabled for the company (default: on).

Invoice date

Invoice number

Amounts

Group fields

These checks only apply when group field validation is enabled for the tenant, the group field is enabled in Invoice data settings, and the field has a captured value.

This check applies independently to each of Group 1 through Group 6.

Computed fields

Configurable settings

Company and supplier overrides

All configurable validation settings can be overridden at the company or supplier level. This allows you to apply different validation rules for specific companies or suppliers — for example, turning off due date validation for a particular supplier, or adjusting the allowed VAT rates for a specific company.

Overrides are configured in the validation settings UI. Each company or supplier can be assigned to only one override rule — the UI prevents duplicate assignments.