Our brand new AI DocExtractor uses cutting-edge technology to help you save time on your time heavy tasks processing clients documents. Easily upload documents and see the extractor create and categorise transactions ready for you to review and approve. Follow our step by step guide below

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.

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 the documents you are importing at this stage in the box on the right hand side - this is optional however.

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, Images and CSV (other document types i.e. .doc, .rtf are not currently supported but please let us know if this is a requirement on your end for other document types).

If documents are located in different folders on your computer, not to worry you can upload more documents once you have uploaded the first batch.

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 our Record Keeping functionality or direct input on the tax return.

If unsure, the best way to break it down, is if the document is business source related i.e. Landlord business or Sole Trader business, you would mainly consider it as Record Keeping.

If it’s related to anything else, select Tax Return.

If you assign the document to Record Keeping, please make sure you select the right business source from the available dropdown.

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 refresh the screen at any time to see the progress of the documents being analysed.

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 as well as the output found at the bottom of the page. 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. 

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, where you can make any final edits before importing the bundle into ApariPro.

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 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 will be enabled when a bundle is added for that client.