The Nexus portal includes an automated Invoice Parsing, otherwise known as the Invoice Auto Fill feature alongside an updated, secure Document Upload Framework. This system automatically scans, validates, and extracts data from uploaded invoice files using Intelligent Document Extraction (IDE). This data is then used to pre-populate submission fields, reducing manual data entry and speeding up the invoice submission process. This is done by using the <Auto Fill> button.

System Configuration & Rules Hierarchy

The invoice auto fill feature can be enabled or disabled depending on Client settings.

The feature follows a strict rule hierarchy managed by system administrators:

Client Setting (Automatic Invoice Parsing): A system-wide switch that enables automatic invoice parsing for all suppliers under that Client.

Using the "Auto Fill" Feature

When the feature is active for your Client, an <Auto Fill> button will appear on your invoice upload screen.

Step-by-Step Workflow

Enter in the Work Order the invoice/credit note is for and click “Check WO Details”

Once the correct Work Order has been confirmed, upload your invoice document.

Once the document has been uploaded, click <Auto Fill> next to the invoice document.

When the pop up appears, click <Yes> to populate the invoice fields.

The system executes immediate File Validation checks (ensuring the document is not blank and is a supported format).

If it passes file validation, the system runs Content Validation and reads the document using optical character recognition (OCR).

The system automatically populates the supported fields below the button based on a configured data using something called a confidence threshold (defaulting to greater than or equal to 70%).

A Result Message will display next to the button to inform you of the outcome.

⚠️ Disclaimer

“It is your responsibility to verify the data below prior to submission as this process is subject to errors and omissions.” Always visually check and confirm all pre-populated values before finishing your submission.

Result and Validation Messages

Text Notification Indicators

Once processing finishes, one of the following messages will display next to the autofill button:

Success: “Invoice document validation successful, please check values below and submit” (All data in the invoice has been parsed/picked up successfully).

Partial Success: “Invoice document validation successful with some missing data.” (The document was read, but some fields fell below the confidence threshold or were missing).

Error: “Invoice document validation failed, please see errors above” (A critical file or validation rule failed, blocking extraction).

Document Field Overwrite & Mapping Rules

To prevent data from being replaced by inaccurate system guesses, the invoice fields are overwritten according to strict mapping logic:

Confidence ≥ 70%: The parsed value automatically overwrites the form field.

Confidence < 70%: The system will not overwrite the field; any existing value is preserved.

Value Missing: The system preserves any existing entry in that field.

Value Fails Validation: The system will not overwrite the field and will display an error message.

Field Mapping (All Invoices)

Invoice Number & Invoice Date: Overwritten if present and confidence meets the threshold.

Net Amount & Gross Amount: These values are extracted but not directly overwritten on the form. Instead, they are held in the background to validate against the Net/Gross Calculated Totals at the final submission stage.

Work Order Reference: Not overwritten (as it is already provided by the portal context). It is used to validate the document against the active Work Order.

Work Order Type Splits

Depending on the type of Work Order or Client configurations, costs are automatically broken down into specific categories if itemised on the invoice:

Reactive / Quote Invoices (With Breakdowns Enabled)

If your client allows quote breakdowns, the system maps itemised rows to these fields using keyword matching:

Call Out Fee: Form fields matching "Call Out", "Mobilisation", "Attendance", or "Attendance Cost".

Time on Site Cost: Form fields matching "Time", "Time On Site", "Labour", or "Hourly Rate".

Parts Cost: Form fields matching "Parts".

Plant/Equip/Misc Cost: Form fields matching "Equipment", "Plant", or "Misc".

PPM / Quote Invoices (Without Breakdowns)

Fixed Cost: Populates the single fixed cost field. The system totals all cost lines found on the invoice. If an exact breakdown cannot be determined, it matches the overall Net Cost of the invoice.

Enhanced Upload Rules & Restrictions

The portal uses an advanced document upload system to ensure security, enforce formatting rules, and protect system performance at the source.

Supported Formats & Security Check

When uploading files, the system enforces strict format boundaries. If an unsupported format is dragged into the uploader, it will display a localised message:

"For invoices uploaded files MUST be in one of the following formats, otherwise the upload will fail ({0})."

Standard Allowed Formats: PDF, PNG, JPG, JPEG, BMP, TIF, TIFF, HEIF for primary financial documents.

Worksheets and other Supporting Documentation: Extended formats are supported, including Excel (XLSX, CSV), Word (DOCX), and text formats.

Client Overrides: Systems configured for specific clients remain PDF-only for primary financial invoices.

Anti-Spoofing Check: The server performs a security check. Renaming an unsupported file extension will be instantly detected and blocked upon upload.

One Invoice/Credit Note Document Per Submission

The system permits only one primary invoice/credit note document per submission record to prevent billing errors.

Invoice Screen: You cannot upload multiple copies of an Invoice, a Combined document, or an Invoice and Combined document together. Once one of these files is attached, the system automatically removes these options from your document type dropdown menu.

Credit Note Screen: Only one Credit Note can be uploaded. Once attached, the <button is automatically hidden, accompanied by an informational guidance message.

Duplicates: If you accidentally upload the exact same file twice within the same submission, the portal will flag the duplicate row in red and prevent submission.