Manage Supplier Invoices with Counta AI Connector

What is it?

Counta AI Connector lets authorized users create, update, and delete supplier invoices by chatting with a connected AI assistant.

Instead of navigating to the Supplier Invoices workspace for a specific action, describe what you need in plain language. For example, you can create an invoice for a supplier, correct details on an existing invoice, or delete an invoice that is no longer needed.

Supplier information already configured in Counta can help complete the transaction. Values such as payment type, accounts payable account, office, and tax code can default from the selected supplier and be changed where applicable.

Why does it matter?

Supplier invoice work often starts with information that users are already reviewing, such as an invoice from a supplier, project costs, purchasing information, or another operational request.

When the invoice details are known, users can complete a targeted supplier invoice action without switching context to enter the same information elsewhere.

This can be useful for:

• • Creating a supplier invoice when the invoice details have been confirmed.
  • Updating invoice information when a correction or change is required.
  • Updating several supported invoice details in one request.
  • Deleting an invoice that is no longer needed, where the invoice is eligible for deletion.
  • Using information from another approved, connected business system to complete a supplier invoice action.

How does it work?

Tell your connected AI assistant what supplier invoice action you need to complete.

For example:

• • Create: “Create a supplier invoice for Apex Productions for $8,500, dated October 20, for job 10452.”
  • Update: “Update supplier invoice 10842 and change the invoice date to October 21.”
  • Update: “Change the currency on supplier invoice 10842 to USD.”
  • Delete: “Delete supplier invoice 10842.”

When creating a supplier invoice, provide the supplier, invoice details, and the information needed to identify how the cost should be recorded. Supplier invoice records support billable job-related costs as well as other invoice coding, while supplier configuration can provide defaults for applicable invoice information.

The assistant interprets the request and checks the information against available Counta data and business rules. Existing supplier invoice rules continue to apply to changes and deletion. For example, the standard Supplier Invoice workflow limits editing and deletion based on the invoice's current state.

Supplier defaults

When applicable information isn't specified, Counta can use configuration maintained for the supplier. Supplier invoice documentation confirms defaults for payment type, AP account, office, tax code, and related values.

This means a request can focus on the business information the user knows, while existing supplier configuration continues to support the transaction.

Currency

Supplier invoices can be processed in a different currency when needed. Counta supports changing the invoice currency and converts the transaction to the applicable office home currency for accounting purposes.

For example:

“Create the supplier invoice for Apex Productions in EUR.”

Accounting period

Counta's configured accounting rules continue to determine the accounting year and month for supplier invoices. Existing supplier invoice functionality can use the invoice date to determine the accounting period and also supports agency configuration for posting supplier invoices to the current accounting month.

Example use cases

Create an invoice from confirmed supplier costs

You're reviewing a confirmed supplier charge while working with your AI assistant. Ask the assistant to create the corresponding supplier invoice in Counta with the known supplier, invoice date, amount, and cost allocation.

Correct an invoice

You notice that an eligible supplier invoice contains information that needs to be corrected. Ask the assistant to update the invoice with the correct details.

Record a supplier invoice in another currency

A supplier sends an invoice in a currency different from the relevant office's home currency. Ask the assistant to create or update the invoice using the appropriate currency. Counta already supports supplier invoices in currencies different from the office home currency.

Delete an invoice that is no longer required

If an invoice was entered in error and remains eligible for deletion, ask the assistant to delete it. Existing Counta rules governing when supplier invoices can be changed or deleted continue to apply.

Working across connected systems

When your AI assistant also has approved access to another business system, you may be able to use information from that system to manage the related supplier invoice in Counta.

For example:

• • “Using the approved supplier invoice I’m reviewing, create the corresponding supplier invoice in Counta.”
  • “Use the confirmed costs from our project system to create the supplier invoice for job 10452.”
  • “Update this Counta supplier invoice using the corrected information from the source record.”

The assistant needs access to the source information and sufficient details to complete the Counta action.

This supports user-directed workflows across connected systems. It does not replace formal integrations, automated synchronization, or established financial processes.

Controls remain in place

Supplier invoice actions continue to follow the user's Counta access and the rules governing the underlying invoice.

Supplier invoice functionality already applies restrictions to available offices and tax codes. For example, supplier country restrictions can limit which offices are available, while tax codes can also be configured for a specific office.

Existing invoice status rules also remain important. Counta's standard workflow restricts when supplier invoices can be edited or deleted.

When should I use it?

Use Counta AI Connector when you're already working with an AI assistant and have a specific supplier invoice action to complete, such as creating an invoice from confirmed supplier costs, correcting an existing invoice, or deleting an invoice entered in error.

For broader accounts payable administration, invoice review, approvals, payment processing, reporting, or detailed supplier invoice management, continue using the Supplier Invoices workspace in Counta.

👉Learn more about the Counta AI Connector: Introducing Counta AI Connector