Bot User Information

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.

UniFi enhances its OCR and Autonomous Data Capture capabilities using two types of AI for accurate document interpretation and seamless form population:

• 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.

Our development team continuously explores new applications as these technologies evolve, ensuring UniFi remains at the forefront of AI-driven automation.

The Scheduler enables UniFi transactions to be automatically initiated at predefined times, such as every Monday at 9 AM or on the first day of each month. It also supports presetting fields for greater efficiency. For example, you can schedule an invoice to be sent to a specific supplier for a set amount on the last day of each month, or automate the upload of currency exchange rates to an accounting system daily at 8 AM.

This feature ensures consistency, reduces manual effort, and streamlines routine financial processes.

Connect Hub provides autonomous APIs pre-integrated into UniFi, including connections to Companies House, eCommerce platforms, and accommodation and travel services. These pre-configured connections can be used in new or existing apps without any technical setup. All external costs associated with these integrations are included in the bot license.

Example Uses:

• 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.

Currently supported connections include:

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

More integrations are being added on a continual basis.

ETA: January 2025

RPA automates repetitive tasks, improving efficiency and reducing manual effort. Potential applications include:

• 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.

RPA streamlines workflows, ensuring consistency and freeing up time for higher-value tasks.

ETA: January 2025

Generative AI, while already enhancing OCR form-filling, has broader applications beyond document capture. Potential uses include:

• 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.

Generative AI offers powerful capabilities that streamline workflows, reduce errors, and enhance compliance.

A Bot User for Each Inbound UniFi API Connection

These bots handle incoming API connections to UniFi, enabling automated interactions with external systems. They can initiate or update transactions, as well as add or modify reference data.

When you need to integrate UniFi with other systems, we provide a dedicated URL for the inbound API. External software can send data to this URL, triggering specific actions within UniFi.

Example 1: Customer Orders

• 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.

Example 2: eCommerce Order Tracking

• 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.

This integration automates workflows, reduces manual intervention, and ensures data remains accurate and up-to-date across systems.

A Bot User for Each Web Hook Endpoint

Webhooks are similar to inbound API connections (described in point 7) but with key differences in how they function. Unlike API connections, webhooks are unauthenticated and operate in a “fire-and-forget” manner, meaning they send data to a specified endpoint without waiting for a response before proceeding with the next step in a process.

Pros of Webhooks

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

Cons of Webhooks

• 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’s no feedback loop for retrying or handling errors.

Why Use Webhooks?

Webhooks are beneficial when quick, one-way data transmission is sufficient and the system does not need to validate the response. This can be useful in non-critical processes or when the receiving system is highly reliable.

Use Case Example

• 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 doesn’t need to wait for confirmation that the notification was received.

This approach is ideal when the process must continue regardless of whether the notification is successfully delivered or not.

In contrast, point 7 (API integration) is better suited for processes where verification, security, and response handling are crucial, such as financial transactions or inventory updates.