Supported documents

Billabex accepts two types of documents:

1. Invoices

Your unpaid or pending customer invoices.

2. Credit notes

Credit notes issued for your customers, automatically applied to their invoices.

Once imported, your AI agent processes the documents and triggers the appropriate follow-up plan — no manual action required.

Choose your import method

Option A: automatic import (recommended)

Best if you use a compatible invoicing tool (Pennylane, Zoho Books, etc.)

Option B: manual import

✓ Quick setup (2-3 minutes per invoice)
✓ Automatic account and invoice creation
⚠️ Requires regular imports

Best if you use Billabex occasionally or your tool doesn't have an integration yet.

Manual import via the platform

Step 1: go to the Invoices module

1. Click on Invoices in the navigation bar
2. Click the Add button in the top right corner
   

Step 2: upload your PDF document

Accepted formats: PDF only
Bulk import: No

Upload methods:

• Click "Add"
• Select the file to import
  

Step 3: review the extracted information

Billabex automatically extracts the following information:

• Account information (name, address, and currency)
• Invoice information (issue and due dates, amounts, etc.)

Review this information carefully. Once validated, it cannot be modified.

Step 4: add a contact to the account

This is essential! Without a contact, your AI agent won't be able to send follow-ups.

Two methods to add a contact:

1. Manual addition from the account

1. Go to the Accounts module
2. Click on the customer account
   
3. Click on Details
4. Add at least one contact with the required information: name, email, and language
   

If you don't have the contact's name, copy/paste the beginning of the email address (example: email - comptabilite@acme.com / name: comptabilite).

2. Addition from a task

When a new account is created, the AI agent automatically creates a task to request contact details. Respond to the task with the requested information to create the contact.

Automatic import via integration

Benefits of integration

Integration with your invoicing tool automatically synchronizes:

• Invoices & Credit notes: as soon as they're created
• Payments: payment status updates
• Customer accounts: always up-to-date information
• Contacts: synced emails and contact details

Result: 100% automated process, no manual effort required.

Compatible tools

Billabex integrates with:

• Pennylane
• Zoho Books
• NetSuite
• And more integrations coming soon