DocumentQ FAQ

Does DocumentQ post to my ledger automatically?

No. DocumentQ can register — build a Business Central purchase invoice from your own purchase order and posted receipt. Posting is always a separate, human action.

There is no setting, flag or mode that causes an automatic posting. Where approval routing applies, DocumentQ actively blocks posting until the document has been approved.

Do I have to train it on each vendor’s invoice layout?

No. Extraction is semantic, not coordinate-based. There are no per-vendor templates, no zone mapping, and no training phase. A vendor’s first invoice is handled the same way as their hundredth, and a layout change does not require reconfiguration.

You can record an optional short extraction hint on a vendor profile if a particular vendor’s layout is unusual — but nothing requires it, and that text is sent to the AI provider, so write it accordingly.

What if the AI reads a number wrong?

On a purchase-order-backed invoice, a misread number can cause an exception; it cannot cause a wrong posting.

The invoice that reaches your ledger is built by Business Central’s own Get Receipt Lines from your posted receipt and your purchase order. The claim contributes nothing to those figures. If the claim disagrees with your records, that disagreement becomes a named reason code with the arithmetic behind it — which is exactly the outcome you want.

There is one deliberate exception to this, described in the next answer.

Does that guarantee apply to every invoice?

No, and the product does not pretend otherwise.

It applies to reconciled, PO-backed documents, where a purchase order and a posted receipt exist to check against. A one-off invoice with no purchase order and no contract has neither. DocumentQ still captures it, but a person types the G/L coding and an approver authorizes it before it can post — and the document is permanently stamped Manually Coded so an auditor can see it was never verified against a receipt.

See invoices with no purchase order.

Does it give me a confidence score?

No, deliberately. Every exception carries a stable reason code and the factor rows behind it — what was checked, what was expected, what was found, and by how much they differ.

A confidence score tells you how sure a model is. A reason code tells you what is actually wrong. See reason codes, not confidence scores.

Where do my invoice PDFs end up?

You choose between three storage modes, and the default is BDP Managed Azure Storage. The choice genuinely matters — it decides who holds your invoice files and what happens to them if a subscription lapses. Read the full page before leaving the default in place.

What is sent outside my Business Central environment?

The invoice document itself, and a vendor extraction hint if you have written one. Nothing else — no customer data, no chart of accounts, no other vendor records, no ledger entries.

Your purchase orders and posted receipts are never sent anywhere; all the reconciliation happens inside Business Central. See privacy and data handling.

Can it handle an invoice covering several purchase orders?

Yes, and it needs no special configuration. Each claim line resolves to its own order and reconciles normally.

The code named ERR-MULTI-PO-PART is not about that case, despite its name — it means one named order number could not be resolved.

What about credit memos, prepayments and recurring costs?

All three are supported, each checked against its own authority: a credit memo against the original posted invoice it references, a prepayment against a purchase order carrying authorized prepayment terms, and a recurring cost against an active contract row and its period cap.

See credit memos, prepayments and contracts.

Why did DocumentQ mark my invoice as a duplicate?

Because an identical file, or the same vendor and invoice number, was already in the system, or a matching invoice is already posted in Business Central. The duplicate is marked Superseded and kept for the audit trail; the original stays live.

Note that a corrected re-issue under the same invoice number is not superseded — the file content differs, so it is routed to a person as an exception instead. Superseding a revision would destroy the only correct copy of a bill somebody has to pay.

Emailed invoices are not showing up. Why?

Because the mailbox is polled by the scheduled unattended batch and by nothing else. On a tenant where unattended processing has never been enabled, the email route does not run at all.

What does DocumentQ not do yet?

Stated plainly, because a help page that only lists strengths is not much help:

• Manual coding is not available inside the Workspace. The action and the trust-class marking are on the native document card; the Workspace shows a banner pointing you there. It is the one workflow that breaks the three-pane model.
• There is no “request a credit” mechanism. The Workspace shows the button and answers honestly that it is not available in this build.
• A document registered before approval routing was switched on cannot be submitted for approval afterwards from the user interface.
• There is no backfill when you change storage mode. Documents already captured keep being read from wherever they were stored — which is also what makes switching modes safe.
• Automatic posting does not exist, and that one is not a gap. It is the design.

What has actually been observed working on a live tenant?

An honest answer matters more here than a confident one.

DocumentQ has processed real vendor invoices end to end on a live Business Central online tenant — capture, extraction, vendor identification, decision, and the persistence of the factor rows behind that decision.

What has not yet been watched happening on a live tenant: a full unattended cycle from mailbox poll through to touchless registration; an approval request reaching a real approver; a document round-tripping through a customer-owned storage account; and the lowest-privilege permission seat being walked through the whole product.

If you are evaluating a compliance-critical workflow, verify current behaviour in your own sandbox before depending on it. We would rather you found the boundary in a test than in production.

Who do I contact?

Business Dynamics Pro Inc. — sales@dynamicspro.ca, 416-843-6575. English, Monday to Friday, North American Eastern business hours. See troubleshooting for what to include in a report.