Logging In

In the first instance, please make sure you are logged into ApariPro and you are on the Agent Dashboard display. Before using the document analyser tool, please make sure all business sources for the client you wish to import documents for have been created in the client’s account.

In a new tab on the same browser enter the AI Document Extractor link.

Click on Sign in with Apari. You will be taken to your Document Analyser Dashboard

From this Dashboard you will be able to see all the “bundles” you have created for your clients with each of their statuses. You can also sort the columns by:

• Updated at (Date) - Default

• Status

• To review

• Client 

Creating your first bundle

To create your first set of documents you would like to be analysed, click on Create New Bundle

On the bundle creation page, you will need to do the following:

• Naming the bundle 

• Assigning the bundle to a client

You can provide the AI additional context on the client or any supporting documents to give context on the client (this is optional).

Once you have completed these two fields (Bundle Name and Assigned the bundle to a client), click on Create.

Uploading Documents

Once you have created your bundle, you will be taken to the page where you can upload a set of documents.

Document types that are valid are PDF, and images (other document types i.e. .csv, .doc, .rtf are not currently supported but please let us know if this is a requirement on your end for other document types).

Simply drag and drop or browse to upload your documents.

Before uploading the documents, you will need to indicate if the source document needs to go through:

• Create Transactions - Self Employment (if applicable): This would be for transactional data allocated to the self-employment business of the client. 

• For example: Self Employed expense receipts, bank statements.

• Create Transactions - Landlord Business (if applicable): This would be for transactional data allocated to the Landlord portfolio of the client. 

• For example: Landlord rental statements, rental property expenses, bank statements.

• Create Transactions - uncategorised: This would be used for transactional data which comes in a large document like a multiple month rental statement or a year’s worth. The transactional data would flow into the unassigned transactions in Record Keeping (once imported into the client file) to allow your transaction rules to auto allocate the bank statement transactions.

• For example, large bank statements

• Import totals to Tax Return: This would be for the totals of the supporting documents to feed directly into the SA100 return, normally used for non-business related income. 

• For example: Dividend Vouchers, P60, P11ds, Tax certificates, CGT reports

If all supporting documents should be treated and allocated the same, untick the Select Individually to apply the same Business Source across all documents.

Once each document has been assigned where the input will go, select Upload.

Documents Analysing

Once you have uploaded your documents, our AI Document Extractor will be working through the documents submitted. Once they are ready for your review you will see them move from the tab entitled Uploaded to To Review.

Documents generally take about a minute each to be analysed (depending on the size of the document). 

You can start the review process while the AI is reviewing the other documents or wait till they have all moved to the tab To Review.

Review Process

Once you are ready to review the AI’s output, select Start Review

You will be taken through each document individually where you will have a preview of the document on the left hand side and the AI’s output on the right hand side. If you are using a smaller screen, the view may be stacked top to bottom. Here you will be able to review and edit the information as needed. Once you have done so you can click on Accept Doc if you are happy as it is, or Save if you need to come back to it at a later stage. 

You also have the option to discard the document by selecting the discard doc if it’s not relevant to the business after closer inspection. 

Importing Bundle

Once you have reviewed each document and either accepted or discarded, you will be returned to the Bundle Dashboard.

On the Bundle Dashboard, you will have an option to Import Bundle.

You will be taken to a final review page, from here you can preview the document and output using the Preview icon next to each line item. If any changes are needed before importing at this stage, you can click on Cancel and return to the Accepted Documents to remove any documents you don’t wish to import. 

Once you are happy with each output, click on Import Bundle.

The page will load back to the AI Document Extractor Dashboard. At this stage, if you want to verify the data has landed in the client’s account, you can navigate to the web tab where you are logged into the ApariPro dashboard. From there, Impersonate the client by clicking on the 3 dots by their name. 

For any record keeping transactions, select Record Keeping (you can also see the total fields in the Tax Submission directly).

For any tax return data, select the Tax Submission option.

Important Information

A few things to be mindful of when using the Document Importer:

• We will be continuously developing our AI Document Extractor and with some large Bank Statements it may only capture some of the data. We would still recommend at this stage for large bank statements (over 4 pages long) to use the AI Document Extractor and select Uncategorised in the Business Source dropdown or alternatively use the CSV bank statement import in product.

• The documents will be held in the Document Extractor. If you need to retrieve any document for a client, you will currently not find it in the main ApariPro software. We are working on carrying the supporting document into the created transactions.

• This is currently an Agent Portal only. There is no client access for the time being.

• The AI has been trained to analyse all types of documents for the tax year 24-25. It does a good job with 25-26 documents as well, but we are still working towards building the consistency for 25-26 which we have for 24-25.

• For images, please ensure that the image is a full front image. If taken from the side, it may struggle to read and analyse the image.

• Expert mode (opening the full SA100 & its supplementary pages) in Tax Submission will be enabled when a bundle is added for that client when the supporting documents include data which can only be found in the full SA100 or one of the supplementary pages.