Frequently asked questions

Frequently asked questions about Ocerra AP automation software, invoice data capture, Optical Character Recognition (OCR), invoice approval and more.

Signup & account setup

Do I have to sign-up for a long-term contract?


Not at all, you can cancel at any time. However, if we build a custom integration for you, we will ask for a minimum of a one-year commitment.




Are there any limits on the number of users?


No. You can have as many employees using Ocerra as you like.




Are there any setup fees?


Yes. Ocerra is an accounting software and requires us to test out integration connection to ensure your invoices are flowing correctly. We also train the system to read your invoices and educate your team to work with Ocerra, including how to work with your unique exceptaion invoices. Approval configuration is done upon request.




Do you offer free trials?


We can create a demo account for you with any available integration. However, every account requires a custom set-up before you can fully enjoy the benefits of AP automation.

If you would like to request a free trial, please use this free trial form.




How long does it take to implement Ocerra?


With our out-of-the-box integrations you can start exporting invoices in a few days.

However, we ask to allocate at least 2 weeks to fully set up your account. If you would like to configure invoice approval, please allocated a few extra weeks.




What currency do you charge in?


  • NZD plus GST for New Zealand

  • AUD for Australia

  • USD for the United States, Canada and the rest of the world




What does the account setup include?


  • We will train the system to read your invoices.

Every supplier has a unique invoice layout, so we will train our system to recognise your supplier invoices to produce accurate results before you go live.

In parallel, our AI will be monitoring all the incoming invoices and let our support know if an invoice needs attention before it gets to your financial system.

  • We will configure a single approval workflow (if required).
  • We will create a list of users and assign pre-defined roles (if required).




How do I sign up and pay for Ocerra?


Please get in touch so that we can ensure we understand your AP requirements and desired outcome.

Then we will arrange a suitable plan based on the number of invoice documents your company processes or wants to process with Ocerra. If you are happy to go forward, we'll be issuing monthly invoices.




Can Ocerra be implemented on premises?


Ocerra is built in the cloud to ensure a high level of security and maintenance. For this reason, we do not offer on-premises services. Also, it allows us to create a highly scalable , as well more secure solution compared to on-premises AP solutions.




Does Ocerra integrate with on-premises ERP systems?


Yes, we can do custom integration for an extra cost.




Can we build an integration with your software?


Yes, you can. We will provide you with the API documentation and integration template based on an open-source ERP system like Odoo.





Product

What ERP or accounting systems do you integrate with?


Ocerra integrates with Xero, MYOB Advanced, MYOB AccountRight and Odoo ERP.

Ocerra offers open API, so technically you can build any integration. Please get in touch to learn more.




What data does Ocerra extract from invoices (bills)?


Ocerra supports and extracts information from the invoice header, footer and invoice table, including line-by-line data:

  • Invoice number
  • Invoice (issue) date
  • Invoice due date
  • Payment terms
  • Supplier name
  • Tax (GST) number
  • Purchase order number
  • Credit notes
  • Freight cost
  • Net or taxable amount
  • GST amount
  • Total amount
  • Currency
  • Item codes
  • General ledger codes
  • Line-by-line description
  • Quantities and amount

Please let us know if you need to extract more data. We are happy to discuss this and add it for you if required.




Can Ocerra capture data from paper-based invoices?


Yes, you need to scan it to PDF and email or upload it directly to the system. However, the quality of data extracted from scanned invoices might be flawed, so we recommend to double-check these types of invoices before they are exported to your financial system.




What technology does Ocerra use?


We are using the latest technology stack, combining intelligent OCR and machine learning (AI). This ensures the accuracy of data extraction and speed.
One of the engines we we are using is Amazon Textract, bringing it all together into a beautiful and friendly interface.




Do I need to involve IT to set up Ocerra?


You don’t need IT resources to set up Ocerra AP automation software. We will do all the set up for you. It is also very intuitive and simple to use for someone with basic computer and accounting skills.




Will my data be private and safe?


We take data security seriously at Ocerra. Our servers are hosted in the AWS data centre that is protected by 24-hour surveillance. We make sure that our application is always up to date with the latest security patches.

All Ocerra plans include SSL encryption to keep your data safe & secure.




What invoice formats can Ocerra capture?


At this stage, we capture only PDF invoices. If it is any other format, you will need to convert it to PDF first.

If you have a significant number of incoming invoices in any other format, e.g., Word documents, please let us know, and we will consider adding this feature.




Does Ocerra provide custom reports functionality?


In addition to the standard dashboard, we offer Power BI functionality. This means that you can configure any custom report.

Let us know if you need any help. We can build a few reports for you to get you started with Power BI.




Have another question or idea?


Email us at info@ocerra.co.nz




Can Ocerra extract data 100% accurately?


When it is familiar with the invoice layout, yes, it will extract with 100% accuracy. However, there is no such technology (in the world) that can guarantee it the first time. Therefore, before you go live with Ocerra, we will pre-train the system using your old or current invoices. Also, our AI will be monitoring all the incoming invoices and let our support know if an invoice needs attention before it gets to your financial system. We take it seriously.





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Location

Auckland, NZ