1. Introduction
By activating the agents, you will:
Add Microsoft Azure as a vendor
But all data remains within the EU
To be able to activate these agents you need to have/do the following:
A manager role in Bezala
Navigate to:
Click main menu in the upper left-hand corner
Click "Automation"
Click on the tab "AI Features & Agents"
Check the check box for the agents. The Document intelligence agent needs to be activated for the other agents to work.
This article does not include information about our Policy Control Agent. Read more about how to use company-specific AI prompts in Bezala here: Policy Control Agent | Bezala Help Center
2. Document Intelligence agent
The document intelligence agent reads receipts and invoices added to Bezala. It prefills the receipt-form according to the values read from the attachment, and therefore improves our OCR-results.
The following fields are read from the receipts/invoice attachments:
Price
Date
Currency
VAT%:
It splits the receipt into several lines if the same receipt has different VATs
3. Emissions estimate Agent
For the Emissions estimate Agent to work you need to:
Have the Document Intelligence Agent activated (see above introduction point 3)
You need to map the expense accounts with emission categories.
The emissions estimate agent reads the receipts better and searches for the emission values, such as distance, vehicle and energy consumption.
When you map your purchase type accounts' (i.e. expense accounts) Expense categories, in some cases the category choice presets the conditional fields. The emissions agents most important job is to search and fill in these preset conditional fields (see 3.1.4).
3.1. How to map your purchase type account with expense categories:
Read the more comprehensive article here: Carbon Accounting in Bezala | Bezala Help Center
Here is a short version of the same guide:
Main menu ==> Accounts
Click edit pen on the account row you want to give an expense category to
In the Expense category section, choose the best option from the drop-down list (see screen shot):
If the conditional fields' section is prefilled, then the Emissions estimate agent is programmed to search and prefill these fields based on the receipt information (see screen shot).
Remember to click "Save"
3.2. Which category should I choose for the purchase type?
This is not a comprehensive list, but a helpful hint of which category to choose based on the name/topic of the purchase type account.
Expense account -> Expense category
Cleaning and sanitation -> Office & Facilities: Maintenance of buildings and landscape
Coffee supplies -> Goods: Food & Beverage (ingredients & groceries)
Data transfer costs -> Services: Telecom & Data services
Hotel and other accommodation -> Travel & Transport: Hotel
Internal meetings and celebrations -> Services: Restaurants, Cafés, Catering
IT: Equipment purchases (under 3 years) -> Goods: Equipment: IT (electronic devices and appliances)
Machinery and equipment -> Goods: Equipment: Furniture
Meetings and negotiations -> Services: Restaurants, Cafés, Catering (Ex. Meetings)
Office supplies -> Goods: Equipment: Furniture
Other travel expenses -> Travel & Transport: Travel agency services
Parking costs -> Services: Parking
Phone costs -> Services: Telecom & Data services
Postal and courier services -> Services: Postal
Recreational activities -> Office & Facilities: Other office services
Representation -> Services: Sport, amusement and recreation
Taxi fares -> Travel & Transport: Taxi & other land transport
Travel tickets -> Travel & Transport: All tickets (flight, train, ferry, bus, taci, tram, metro)
4. Note on AI usage
This feature uses AI to interpret your receipts. Like all AI solutions, these agents may occasionally make mistakes. We recommend that a representative from your organization always reviews expenses after the AI agent has made its observations and changes.