Configuring clients

Each client in Capture represents a single accounting platform organisation. After connecting your accounting platform, you can configure how documents are processed and published for that client.

Email prefix

Each client has a unique email address for receiving documents by email. The address follows the format:

{prefix}@{your-organisation}.ottocapture.email

For example, if your organisation is “smith-accounting” and you set the prefix to “acme”, the email address would be acme@smith-accounting.ottocapture.email.

Email prefixes:

• Must start with a letter or number
• Can contain lowercase letters, numbers, hyphens, dots, and underscores
• Must be unique within your organisation

Note

If your organisation has a custom email domain configured, documents can be sent to \{prefix\}@\{your-custom-domain\}. Your ottocapture.email address continues to work alongside the custom domain.

Client settings

Default bill state

When Capture publishes a bill, it creates it in one of three states. You choose which state works best for each client’s workflow:

State	Description	When to use
Draft	Bill is saved but not yet submitted	When you want to review bills in your accounting platform before they enter the approval process
Submitted	Bill is awaiting approval	When you use an approval workflow and want bills to go straight to the approval queue
Authorised	Bill is approved and awaiting payment	When you don’t use an approval workflow and want bills ready for payment immediately

Tip

If you’re not sure which to choose, start with Draft. You can always change this later, and it gives you the most control over the approval process.

Synced accounting data

Capture syncs the following from your client’s accounting platform. This data is used during extraction and review to ensure documents are published with valid accounting data.

Client accounting platform settings and information

Chart of accounts

The chart of accounts is synced from your accounting platform and used to assign account codes to line items. During extraction, the AI suggests account codes based on the document content. During review, you can change the account code from a list of valid accounts.

Accounts are filtered by type based on the document:

• Bills show expense accounts (Direct Costs, Overheads)
• Sales invoices show revenue accounts

Tax rates

Tax rates are synced from your accounting platform and applied to line items. The AI suggests tax rates during extraction, and you can adjust them during review. Tax rates are filtered to show only those applicable to the document type.

Currencies

If your client’s accounting platform supports multiple currencies, Capture syncs the available currencies. The AI detects the document currency during extraction.

Tracking categories

Tracking categories and their options are synced from your accounting platform. You can assign tracking categories to line items during review.

Refreshing synced data

If you’ve made changes in your accounting platform (added new accounts, updated tax rates, etc.), you can trigger a manual sync from the client configuration page. You can sync individual categories, or all of them.