Onit's Spend Agent reviews invoices submitted by vendors against natural language billing guidelines uploaded against vendors by Onit clients. It instantly reviews invoices, providing detailed AI summaries to clients within Onit X, enabling them to create highly informed decisions on their approval or dispute of invoices, or allowing the user to choose for the AI to automatically approve or dispute invoices as they come in.
This guide will take you step-by-step through using Spend Agent in your invoice workflows.
Enabling Spend Agent
There are two ways to enable Spend Agent.
The first is to go to the Invoice Settings within your Settings tab.
Click on Preferences in the Invoice Settings menu.
Under Preferences, go to Spend Agent Review and toggle it On to enable spend agent.
Note that Spend Agent Review is automatically enabled when the Spend Agent Review app is enabled on setup. However, Spend Agent can be disabled even if the app is enabled on setup.
The second way to enable Spend Agent is through the Vendor app. Go into a Vendor's profile and click on Settings.
Click the edit button next to Spend Agent Review.
You'll see three different options pop up:
- Sentry mode: Spend Agent reviews invoices and provides insights to clients; clients are the ones who do the actual approvals.
- Auto mode: Spend Agent automatically reviews and approves/rejects invoices. Rejected invoices are returned to the clients with insights into the rejection.
- Disabled: Spend Agent is disabled for the vendor.
Setting up Billing Guidelines
Setting up Account-Level Billing Guidelines
To set up billing guidelines at a high account level - basically, the standard billing guidelines NOT specific to a vendor - here's what do do:
Within Invoice Settings, click on Outside Counsel Guideline Files. There, you can explore the already uploaded guideline files or upload new ones with the Upload Files button.
After clicking on Upload Files, find the file on your system to upload or drag and drop the file into the upload window. This screen will appear. Here, you can select if you want to set the file as the Outside Counsel Guideline to use by clicking on the Set as OCG button. Hit Upload to finalize.
You'll see the file appear in the Outside Counsel Guideline Files directory with the Outside Counsel Guidelines icon appearing next to the file name.
Spend Agent will use those designated guidelines to review invoices for all vendors that do not have their own specific billing guidelines set. The next section will cover how to set up vendor-level billing guidelines.
Setting up Vendor-Level Billing Guidelines
To set up billing guidelines for a specific vendor, head into the vendor details page and go to the Files screen.
Click on Upload Files and find the billing guidelines file or drag and drop it into the screen.
Click on the Set as OCG button to set the file as the Outside Counsel Guideline file; click Upload to upload the file.
You'll see the Guidelines show up in the Files section. Going forward, Spend Agent will use the uploaded billing guidelines to review the invoices from that specific vendor.
Spend Agent in Action
Within the Invoices section, you'll see a note when Spend Agent finds a violation.
Within the invoice detail, you can click into Invoice Verification to see the flagged details.
Spend Agent will also provide users with a Summary of the violations within the invoice.
Users will also see the violations detailed within the line-item screen on the page.
Note that you'll also see a notification when Spend Agent is still analyzing the information.
On the Vendor side in CounselGo, vendors will see Spend Agent violations noted on a submitted invoice.
If an invoice is automatically rejected by Spend Agent, vendors will see a full summary of the rejection reasons.
