Using artificial intelligence, KlearStack 6.0.6 automates the capture of invoices and expense reports so that you can quickly pay your payables, with fewer exceptions and lower costs. With KlearStack 6.0.6, we can automate the tedious process of entering unstructured documents.
Using our proprietary machine learning algorithms, we extract structured data from Supplier invoices. Creating and maintaining templates does not need to consume tens of thousands of hours anymore! Boost productivity by up to 200 percent with no setup cost.
Deriving meaningful value from unstructured documents is where we excel. Unstructured data has been the real challenge in the digital transformation. You have a wealth of valuable content, but no idea how to extract insights out of it. Such data holds tremendous untapped value, and it continues to grow as your organization grows.
We process a wide range of Documents and are constantly expanding our list. The documents we currently support are:
We presently support three different user categories, each with various levels of access to different components of the KlearStack UI. These categories are:
Admin:
Admin user category has all the rights and access to all the components of KlearStack UI, such as, User management, Field Labels configuration and notifications, etc.
Approver:
Approver user category is mainly intended for document review and approval. This category of user does not have access to User management and configuration settings neither they have rights to create/edit users nor configure fields for any particular company.
Creator:
Creator User category is meant for uploading the invoices, they can edit documents but are not allowed to approve them, neither they are allowed to alter any other user’s credentials nor can they configure fields of any particular company.
KlearStack has one of the most robust and configurable UI when it comes to Document processing. Within its minimalistic design, it contains ton of functionality which takes users document processing experience a nautch higher.
KlearStack consists of several components which serves user’s requests flawlessly. Here we will go through every major component of KlearStack system.
When user tries to hit any KlearStack instance, he is faced with a login page and is asked with:
Our each instance have access to some particular company only, which makes it impossible to access any data that is not yours, which gives KlearStack an extra bit of safety.
Once the User is logged in, he lands to Homepage. This place offers everything, sneak peak to the documents, Document filterisation, customization settings, User management, etc. It also comes with its own Insights with provides with information on the overall confidence and processing time of KlearStack on user’s documents. KlearStack also offers User with functionality to split pdfs so that no unwanted data is uploaded into the System.
Its also provides user with:
Let’s have a look at how and where you can access these features and what else is shown at the homepage of KlearStack UI.
Show All
This Tab shows all the Documents currently present in in KlearStack system of the Specific company that the User has access to.
Errors Only
This Tab shows Documents for which KlearStack threw error while processing them. This helps in recognizing Bad Quality documents as well as system errors for better service.
Approved
This Tab shows only those documents which are approved by the User. These documents are considered correct and User wont be able to edit them after approval.
Quick book failed
If Quickbook is set to Enterprise Mode, Quickbooks will try to pull all the approved documents for Billing purposes. This Tab will show all those documents which had wrong entry or Quickbooks threw exception when processing those documents. The error can be seen in the Quickbooks Error box in the Accounts Tab in the detailed-view of that Document. Most prominent reasons for error are :
Rule exception
This Tab shows documents which fails one or more more rules set by the User in the Rule engine. This helps in filtering out documents that does not fit the criteria set in the Rule Set.
When User open’s detailed view of these documents, He can see which field has caused the rule exception, and details of the rule by clicking on the red exclamation ( ! ) icon above that field.
Another way to view the cause of exception is to visit the rule result tab, here every details regarding the rules, conditions and the error details can be found.
The Upload Status is designed in a Table format with 5 Headers, Batch Name, Upload Time, Complete time, Status and a Soft-refresh button.
4. Pagination :- This Option similar to the home page, Gives user a fast way to traverse through neighbour pages by clicking on the index of the page.
5. Clear Option :- This button allows User to clean all the unrequired data present in the Upload Status section.
This button offers user to upload new document or a batch of document directly into the KlearStack app. It accepts multiple file formats like, jpg, png, bmp, pdf etc. and zips containing file of these types. While adding a new Document/ Batch, He have to specify the nature of those documents through a alert windows. KlearStack supports two types of Documents:
This section shows us the list of documents as per the View tabs with some key information about the Documents. It also provides option to either Approve, Download or delete a Document. This facility can either be accessed by selecting Document’s checkbox or by clicking the Menu button at the end of Entry row.
Summary view shows the following information about the Documents :
This part shows us the page number user is at. In KlearStack UI, each page shows us 10 documents. Using this part we can traverse to any page by clicking on the page numbers.
This part shows the total number of documents of the specified document type KlearStack has for the specified User details.
This section offers user with the functionality to go to any specified page number instantly instead of manually traversing through page numbers.
This button works as a soft refresh button for KlearStack UI. It reloads documents data clearing all the filters applied.
This section helps user to filter out documents based on Username, Supplier name and/or, Document date. It has advanced options which can help user to filter out documents with higher accuracy.
Username: Using this field, User can filter files based on their owner.
Supplier Name: Using this field, User can filter out documents of any particular supplier, and can also use this in addition with above filter.
Date Options: Advance filtering provides user with 3 date option which are:
Records per Page: Using this, User can choose how many records he wants to see in the filtered view, By default this value is set to 10 for whole system.
These tabs gives User access to Various additional feature of the KlearStack system. The addition features provided by KlearStack system are:
Home: This tab gives access to Summary and Detailed view of the documents, as well as some actions to interact with those documents and the KlearStack system.
Insight: This tab gives User access to various graphs which plots various matrices of KlearStack system. Using this Tab, User can get an overview of How good KlearStack is performing on their Documents, How accurately each field is getting processed, etc. We will see more on this in upcoming pages.
Split Pdf: As the name suggests, this Tab provides User with the feature to interact with pdfs. User has four actions he can perform using this Tool :
We presently support three different user categories, each with various levels of access to different components of the KlearStack UI. These categories are:
This part shows us the name of the file user is currently working with, But it also has a secondary function i.e. as a button, If user clicks on the file name it automatically gets copied.
This button provides user with the ability to download the Document in his local system.
This option facilitates in the deletion of unnecessary files.
This section displays a standard image of the document that the user has opened.
Page change is a button that allows the user to navigate multiple-page documents while also displaying the page number of the page he is presently on.
On the basis of the selected tab, this section displays numerous fields, tables, and other items to the user. This section also aids in detecting processed fields in the document and retraining on specific data.
This button allows user to traverse to the previous document, given that one is accessible. The left arrow key on the keyboard can also be used to access this feature.
This button allows user to traverse to the Next document, given that one is accessible. The right arrow key on the keyboard can also be used to access this feature..
This button provides user with functionality to reset the opened document to its previous saved version. This button is used when User make any amends in the Data but is not satisfy with the changes.
The button provides user with the functionality to register the changes he as made to the fields of the Processed Document.
If the user deems the processed data of the document to be accurate and want to avoid any further editing in the data, He can make it permanent by using the Approve button. None of the User types are allowed to edit an approved document.
To avoid abundance of fields of various types to be shown at one place to the user, the field has been divided into multiple categories. These categories fields can be viewed by visiting their respective Detailed View Tabs.
For easy and smooth User experience, Klearstack has been designed to be as configurable as possible, where user can alter multiple settings as per his needs.
As of now, KlearStack offers following configuration options :
Fields Switch, Label and Required :
KlearStack allows user to choose between a large variety of Fields to be shown for their documents by toggling the checkbox, For example, Just for Invoices there are 75+ fields available. Each of the field comes with a predefined name, but is changable in the configuration settings by editing its User defined Name. User can also make any field as a required field, i.e. every time before Saving a document, user will be notified for required fields without any value.
All Document types supported by KlearStack offer these settings and can be found in Labels and Notification option in Settings Menu. Each of the Document types has its own Tab for easier manoeuvre.
Selected Modules:
KlearStack as of now supports 6 different types of documents as mentioned earlier, But not every user needs all the modules to be enabled, For example, an Insurance company doesn’t need Document type Purchase Orders, and hence can be disabled. In selected Modules settings, User can configure modules or document types he needs by enabling or disabling them accordingly.
Selected Tabs:
KlearStack as of now supports 13 different Detailed-View Tabs, But not every user have requirement of those tabs, For example, Shipment Tab is only important if User wants to process Entry Summary type of Invoices or Invoices with Shipment details which is very specific need case, and not every User has need for it. User can configure Tabs he needs by enabling or disabling them accordingly.
Image Type:
KlearStack support Two different types of Document processing, one for speed and one for Accuracy. Users can choose the type of processing which suits their needs. For example, a User processes limited number of documents per day, but accuracy is more important for him, Image type Accuracy suits his need more than Speed, while for a User, who processes a lot of invoices per day and accuracy needs are not that much high, Speed image type is a better option.
Download Format:
KlearStack offers multiple options to download processed Documents like Excel Workbook, Excel Sheet or Json. User can choose whichever default format he seems fit for him.
Quickbooks Integration:
QuickBooks integration to the Account Tab of Detailed-View of KlearStack can be controlled from this Tab of Configuration settings. There are three options to choose from, QuickBooks Enterprise, QuickBooks online and Off.
Tax System:
KlearStack is a global app and we support both Indian and Non Indian tax Systems. Tax system tab provides two configuration, Indian Tax System and Non-Indian Tax system, which user can choose as per is requirement.
Notification Settings:
All the notifications like warnings, alerts, popups etc, can be customized in this tab. This section provides User with option to enable or disable certain key notifications.
Accuracy Threshold:
KlearStack lets User set Accuracy threshold for High Accuracy, Hence User get indicator color based on that and can decide which processed document is of high accuracy vice-versa.
Push API Status:
The tabs helps user to toggle Push API switch, which enables or disable this based on his/her needs.
Classes:
This tab helps User with :
Working on User feedback and retraining our proprietary model is one of the most important aspect of KlearStack app. If a User feels that any processed document field/fields value or table is not up-to mark, He can update it by using a simple draw method. This change in data goes to our Backend and then after carefully monitoring the issue, we retrain our model to fit every User’s needs perfectly and difference in results can be observed in just one month.
Correcting a single value field:
KlearStack allows User to edit most of the field values of Unapproved Documents. This can easily be done Using built in OCR method present at the top of every editable field in form of a green square with a cursor on it. Users can click on green square button against that particular field and select the area on invoice for the respective information. After selection, once he leaves the mouse, entire text selected automatically replaces the old text with the new one and then save the document.
Deleting Table or a row of Table:
If User find any row of the table or entire table to be not up-to mark and delete it, He can do so by clicking on the delete button of the respective row. To delete the entire table, User can use the delete button at the top of the table.
Draw/Redraw the Table:
If a User wishes to draw/redraw a table he can do so by clicking on Select table area button in Tables Tab which will be visible if there is no table present.
User Management
Admin can create different users with this option by adding username, password and role in the company. Below are the three roles for the user:
Admin type user role also possesses the ability to make any other user Active or Inactive by toggling the status button in User management settings. One thing that is not allowed is Deleting any user because if done so, the files uploaded by that user can’t be accessed anymore.
Also through User management, Admin can:
Change Password
If any User wishes to change his/her password he can do so by navigating to Change Password option present in settings. This part of KlearStack is similar to any other Change Password, User have to enter old password and then New password twice to change it.
If User has forgotten his password, He can request Admin to reset his password for him. Don’t worry, every User’s privacy is secured. Admin is allowed to change any User’s password but he can’t see any old passwords.
Import Accounts
This feature allows User to upload new or append to old xls or xlsx files storing Supplier and other account details which will be Used in Account sections and for integration with QuickBooks Services.
Rule Engine
The Rule engine is intended to give the user the ability to filter out documents depending on conditions set by the user, i.e., the user can set up to three conditions to correlate fields of any two document types using operators, and he will also have a set of actions to take if a Rule succeeds or fails.
Instead of relying on manual labour to sift through each document, this feature allows the User to construct his own filter. This saves a great deal of time and work while also enhancing efficiency and accuracy.
Rule Engine consists of various modules, we will go through each component one by one.
In Rule Engine Component, on every page User has access to the settings icon, which makes traversing in-between different settings smooth and easier.
When working with a system with lots of layers, like KlearStack’s, having interactive Path option to go on any desired layer back and forth makes it a lot easy for User to traverse between different views.
This button provides user with option to logout from the KlearStack UI directly from the Rule engine, avoiding going back to dashboard.
This button provides User with functionality to create a new rule in the KlearStack system. He can either make the rule active while creating or save it in inactive state.
This Part of the Rule Engine Landing page shows all the active or Inactive rules, along with their description, status and creation date.
In the Rule List table. User has access to some actions to help him interact with the rules already present in the table. These actions are:
Create New Rule Page
When the User clicks on Create new Rule, He lands on Create a new rule page. User is allowed to set up to 3 conditions to match his requirements. User is provided with multiple options to work with, We will go through everything the Create New Rule Page has to offer.
This Text box helps user to Enter the name for the New Rule. This name will be used everywhere when referencing this rule. The Rule Name has a character limit of 30.
This Text box helps user to enter a customized error message when the rule fails on any document. This helps User getting a clear understanding of what it means when this rule fails.
Using this button, User can either Enable or disable any rule when creating it. Once the rule is enabled and saved, it can not be disabled again and is available as read only. Disabled rules can be enabled by clicking on the rule to view rule details.
Using this Box, user can enter any data which he feels describes the following rule the best as per his understanding. The main purpose of this feature is to help User keep track of what the original purpose of the rule is.
Using this dropdown, User can choose on which Document type he wishes to apply this specific rule. Any rule can only be applied on any one specific document type. In the dropdown User gets to choose between all 6 document types KlearStack currently supports.
In this dropdown, User chooses the document status to whom the rule will be applied once it is enabled. User gets three options here:
Through this dropdown, User can choose How the following conditions will be implied when the rule is applied to any document, and thus the action to take will be decided. Here the user gets to choose between 2 options :
Before we go into Conditions, let’s have a look at how conditions function. This will help the User understand the options available to them. When discussing conditions in general, we require three things: value 1, a comparison operator, and value 2. For the sake of example, pretend value1 is “User,” operator is “starts with,” and value2 is “U.” When evaluating this condition, the result is True, however if value1 is 5, operator is “equals,” and value2 is 3, the result is False.
For conditions, when using KlearStack’s rule engine, the user selects a document type and a field to act as value 1, then selects an operator, and value2 can be another field of any document type or a text box for the user to enter value. When the rule is run, it determines if the weather circumstances are True or False.
We’re now ready to go deeper into the conditions and the selections available to the user.
This Text box helps user to Enter the name for the New name. This name will be used everywhere when referencing this condition. The Condition Name has a character limit of 30.
Through this dropdown, User chooses the document type for the First value of the conditions. User can choose between three different document types available to him :
In this dropdown, User is provided with fields as options to choose for first value of the Condition. The Options depends upon the selection of App 1. The list of fields based on App1’s type are :
Invoices – If in App 1, User chooses Invoices then as fields he is given these as options :
Purchase Orders – If in App 1, User chooses Purchase Orders then as fields he is given these as options :
Receipts – If in App 1, User chooses Receipts then as fields he is given these as options :
Using the Parameter dropdown User can choose weather he want to manually enter the second value or select a document type and its respective field instead.
In this part, User can enter the second value for the comparison in the condition based on the parameter selected. The second value can be provided by two ways based on the parameter as explained in the above explanation.
This Text box helps user to Enter a customized error message for the specific condition. This error message can help User to understand why the following conditions have failed or What it means when the condition fails. This error message will be visible in Rule Result tab of Detailed – View of that Document given the condition fails.
In this section, User can choose what action to take, if all or any of the conditions pass, i.e. the rule passes. User is provided with 3 options to choose from :
#Note – For another rule execution, in the dropdown, User is only provided with rules for whom, action is not set for execution of another rule. This is done to prevent chaining, If not done, system could get stuck in a deadlock.
Correlation Between Fields and Operator
KlearStack’s rule engine currently support 14 different operators, but not all operators are available for use with every field. This has been done to prevent creation of non-meaning full or error causing rules. There are currently 4 types of field supported in the Rule engine and while some operations are common among the three categories, there are some operations which are available to use with a single category of fields.
For a better Demonstration lets see the categories and supported operations.
Date Fields – Invoice Date, PO Date, Receipt Date, etc.
Supported Fields for this category are :
Document Index Number – Invoice Number, PO Number, etc.
Supported Fields for this category are :
String Names – Supplier Name, Customer Name etc.
Supported Fields for this category are :
Float Values – Total
Supported Fields for this category are :
Things to Keep in Mind when Working With Rule Engine
Selected Modules:
KlearStack as of now supports 6 different types of documents as mentioned earlier, But not every user needs all the modules to be enabled, For example, an Insurance company doesn’t need Document type Purchase Orders, and hence can be disabled. In selected Modules settings, User can configure modules or document types he needs by enabling or disabling them accordingly.
Selected Tabs:
KlearStack as of now supports 13 different Detailed-View Tabs, But not every user have requirement of those tabs, For example, Shipment Tab is only important if User wants to process Entry Summary type of Invoices or Invoices with Shipment details which is very specific need case, and not every User has need for it. User can configure Tabs he needs by enabling or disabling them accordingly.
Image Type:
KlearStack support Two different types of Document processing, one for speed and one for Accuracy. Users can choose the type of processing which suits their needs. For example, a User processes limited number of documents per day, but accuracy is more important for him, Image type Accuracy suits his need more than Speed, while for a User, who processes a lot of invoices per day and accuracy needs are not that much high, Speed image type is a better option.
Download Format:
KlearStack offers multiple options to download processed Documents like Excel Workbook, Excel Sheet or Json. User can choose whichever default format he seems fit for him.
Quickbooks Integration:
QuickBooks integration to the Account Tab of Detailed-View of KlearStack can be controlled from this Tab of Configuration settings. There are three options to choose from, QuickBooks Enterprise, QuickBooks online and Off.
Tax System:
KlearStack is a global app and we support both Indian and Non Indian tax Systems. Tax system tab provides two configuration, Indian Tax System and Non-Indian Tax system, which user can choose as per is requirement.
Notification Settings:
All the notifications like warnings, alerts, popups etc, can be customized in this tab. This section provides User with option to enable or disable certain key notifications.
Accuracy Threshold:
KlearStack lets User set Accuracy threshold for High Accuracy, Hence User get indicator color based on that and can decide which processed document is of high accuracy vice-versa.
Push API Status:
The tabs helps user to toggle Push API switch, which enables or disable this based on his/her needs.
Classes:
This tab helps User with :
This section of KlearStack UI is designed to provide User with a Fortnight-wise Graphical brief on various performance metrics of KlearStack. This part Shows three different Line graphs:
User is also provided with the choice for the Fortnight He wants Insight for.
User is provided with lots of options for in graph interactions, which can be found in form of icons on the top of the graph. One of which is Bar graph view, clicking on it will change the graph form to a Bar Graph.
KlearStack also provides users with an option to Export the insight in form of Pdf. This feature can be accessed by the button in the top-right corner labeled as “Export as Pdf”.
Selected Modules:
KlearStack as of now supports 6 different types of documents as mentioned earlier, But not every user needs all the modules to be enabled, For example, an Insurance company doesn’t need Document type Purchase Orders, and hence can be disabled. In selected Modules settings, User can configure modules or document types he needs by enabling or disabling them accordingly.
Selected Tabs:
KlearStack as of now supports 13 different Detailed-View Tabs, But not every user have requirement of those tabs, For example, Shipment Tab is only important if User wants to process Entry Summary type of Invoices or Invoices with Shipment details which is very specific need case, and not every User has need for it. User can configure Tabs he needs by enabling or disabling them accordingly.
Image Type:
KlearStack support Two different types of Document processing, one for speed and one for Accuracy. Users can choose the type of processing which suits their needs. For example, a User processes limited number of documents per day, but accuracy is more important for him, Image type Accuracy suits his need more than Speed, while for a User, who processes a lot of invoices per day and accuracy needs are not that much high, Speed image type is a better option.
Download Format:
KlearStack offers multiple options to download processed Documents like Excel Workbook, Excel Sheet or Json. User can choose whichever default format he seems fit for him.
Quickbooks Integration:
QuickBooks integration to the Account Tab of Detailed-View of KlearStack can be controlled from this Tab of Configuration settings. There are three options to choose from, QuickBooks Enterprise, QuickBooks online and Off.
Tax System:
KlearStack is a global app and we support both Indian and Non Indian tax Systems. Tax system tab provides two configuration, Indian Tax System and Non-Indian Tax system, which user can choose as per is requirement.
Notification Settings:
All the notifications like warnings, alerts, popups etc, can be customized in this tab. This section provides User with option to enable or disable certain key notifications.
Accuracy Threshold:
KlearStack lets User set Accuracy threshold for High Accuracy, Hence User get indicator color based on that and can decide which processed document is of high accuracy vice-versa.
Push API Status:
The tabs helps user to toggle Push API switch, which enables or disable this based on his/her needs.
Classes:
This tab helps User with :
KlearStack also comes equipped with a pdf splitter tool which helps user to split pdf or choose specific pages to be uploaded in the KlearStack system. Features offered by Split-Pdf Home page are:
Cut Pdf : This feature allows user to split a multipage document into multiple different parts. For example, If a User has a 9 page document containing 3 individual documents with 3 page each, Using this tool he can easily convert that document into 3 different documents and upload them to KlearStack.
Download Modified Pdf : This feature allows user to Download his modified documents into a form of a zip file. For example, with reference to the Cut Pdf example, Using Download Modified pdf tool user is allowed to download all individual pdfs as a zip file.
Add/Merge File : This feature allows user to merge pdfs together. Using this tool User can create a mash-up of multiple documents together.
Process Document : This feature allows user to process the modified documents, i.e. Using this tool User can send the modified or merged document for processing into the KlearStack system
In this part of Documentation, we will describe the steps a new User to take to get started with processing his documents for field extraction:
When using KlearStack, User should keep some key points in mind to avoid any confusion or ambiguity:
