Setting Up DocumentQ

Six steps, in this order. Most tenants are done in a few minutes.

Before you begin

You need:

• Microsoft Dynamics 365 Business Central, platform and application 26.0 or later (Business Central online).
• A user with SUPER to perform first-time setup.
• An active DocumentQ subscription or trial — activated from inside Business Central with one action, in step 3 below.
• Vendor invoices as PDF files.

You get the most out of DocumentQ if you work purchase-order first — orders raised in Business Central, goods receipts posted before the invoice is handled — and if your vendors carry tax registration numbers, and ideally bank details, on their vendor card. Those are what vendor identification matches on first. Invoices for non-PO spend are supported, but they follow a different, more manual path.

1. Assign yourself a permission set

Business Central → Users → your user → Permission Sets

Assign DocumentQ - Full (Write/Post). On a brand-new tenant nobody holds it yet — a user with SUPER can do the whole of this setup without it, then assign the seats afterwards. The three available seats are described in permissions and roles.

2. Open DocumentQ Setup

Search (magnifier) → DocumentQ Setup

Opening the page for the first time creates the setup record with its shipped defaults. You do not need to fill anything in yet.

3. Activate your tenant

DocumentQ Setup → Activate Tenant

One action. Business Central identifies your environment to the DocumentQ service and receives a signed, time-limited entitlement for this tenant. There is nothing to type — your tenant identity is taken from the environment itself, not entered by hand.

If your organisation was given a subscription key instead, use Redeem Tenant Key on the same page.

4. Choose where documents are stored

DocumentQ Setup → Storage Mode

The default is BDP Managed Azure Storage, which keeps captured invoice files out of your Business Central database entirely, with nothing for you to configure.

Read where your documents are stored before accepting or changing it. The three options are genuinely different in what they mean for your data, not just in where bytes sit, and this is the one setup choice worth a few minutes of thought.

5. Review the policy defaults

DocumentQ Setup → group Policy Defaults

These are tenant-wide switches, and they ship off on purpose. Leave them alone until you have watched DocumentQ process a few documents.

• Open PO Discovery — lets reconciliation search a vendor’s open purchase orders when the invoice does not quote a purchase order number.
• Touchless Registration — allows a fully reconciled document to build its purchase invoice without a click. It also requires a per-vendor opt-in, so turning this on alone changes nothing. See unattended processing.
• Narrative Rationale — allows an optional plain-language rewording of a decision’s explanation. It cannot change a decision, add a fact, or introduce a number.

6. Switch to the DocumentQ role

Settings (gear) → My Settings → Role → Accounts Payable — DocumentQ

This gives you the exception-first AP home screen: counts of what needs attention, the document queue, and the native Business Central pages an AP clerk works with alongside it.

Optional, once you are running

Tolerance policies — page AP Tolerance Policies. How much price or tax variance is acceptable before a document becomes an exception. Set per policy and applied to vendors. Quantity tolerance is zero by design and is not configurable; see tolerances in accounts payable for why.

Vendor profiles — page AP Vendor Profiles. Per-vendor settings, including an optional short extraction hint describing that vendor’s invoice layout. Please read privacy and data handling before using the hint field: its text is sent to the AI provider along with that vendor’s invoices.

Approval routing — page DocumentQ Approval Setup. See approvals, and the walkthrough at set up approval routing.

Contracts — page AP Contracts. For recurring non-PO spend such as rent or a service retainer, so those invoices have something to be checked against.

Unattended processing — page DocumentQ Unattended Processing. Also where the mailbox connector is configured, and the only place from which the email rail runs at all. See unattended processing.