Bot User Information

Email Extraction

UniFi can monitor any email address, automatically creating transactions from incoming mail. Attachments, such as invoices, are processed using our advanced OCR (autonomous data capture) and AI-powered machine learning tools, extracting key data and populating fields in the relevant app automatically.

Once created, these transactions seamlessly progress to the next stage in the workflow, such as authorisation, without manual intervention. This ensures a faster, more efficient process from start to finish.

AI Services for OCR

• Type 1 – Machine Learning: Trained on large datasets of specific document types, it recognises typical formats and key data fields. For example, in purchase invoices, it learns where to find critical details like the invoice number based on patterns and common labels.
• Type 2 – Generative AI (powered by the ChatGPT engine): This AI takes a broader approach, understanding the document contextually. It can populate fields directly (e.g., extracting the invoice number) and infer information (e.g., categorising a train ticket under ‘Travel Costs’). Our development team continually explores new possibilities as this technology evolves.

Scheduler

Connect Hub

• Supplier/Customer Validation: Pull data from Companies House to streamline onboarding or KYC.
• Procurement Processes: Connect to eCommerce platforms for seamless purchasing.
• Travel Bookings: Seamlessly integrate flight and hotel reservations with automated booking services.

• Companies House
• 64 eCommerce Platforms (contact us for the full list)
• Flight and Hotel Bookings (Amadeus platform)

Robotic Process Automation (RPA)

• Invoice Matching: Automatically match purchase invoices to purchase orders. If the match is accurate or within a specified tolerance, UniFi can approve and post the invoice to the accounting system without human intervention.
• Automated Ordering: Place orders with suppliers based on predefined triggers, such as scheduled intervals or when stock levels fall below a set threshold.

Generative AI

• Automatic Invoice Coding: Learn a company’s chart of accounts and analysis codes to automatically assign correct codes to scanned documents.
• Document Authenticity Analysis: Assess the likelihood of documents being genuine and verify their conformity with corporate policies.

Integration

• A customer uses their internal system to place an order.
• This system sends a request to the supplier’s UniFi instance via the API.
• UniFi creates the sale, generates the sales invoice, and updates the accounting records automatically.

• UniFi places an order on an eCommerce platform.
• As the order progresses (e.g., ready for shipping, out for delivery, delivered), the eCommerce platform sends status updates to the UniFi integration bot.
• UniFi updates the transaction status in real-time, ensuring dashboards and BI reports reflect the current status of all pending purchases.

Web Hook

• Simplicity: Easy to set up, as they do not require authentication.
• Speed: Immediate execution without delays caused by waiting for responses.
• Efficiency: Ideal for scenarios where confirmation of delivery is not required.

• No Verification: Because they are unauthenticated, they offer less security.
• No Response Handling: Cannot confirm if the data was received or processed successfully.
• Limited Error Management: If something goes wrong, there is no feedback loop for retrying or handling errors.

• Real-Time Notifications: When a transaction is completed in UniFi, a webhook can send a notification to an external system (e.g., Slack or email) to inform a team of the update. Unlike the API integration, it does not need to wait for confirmation that the notification was received.