Track the invoices
Build an invoice template, let every fill mold a case, then work the volume in the dashboard: plot job sites on the Map, due dates on the Calendar, dollar totals in Analytics, and archive each invoice once it is paid.
The bid went out, the award came back, and the job is live. Managing volume month after month requires moving beyond single fills. You need to keep every document, track what is owed, and plot job sites at a glance.
Set the field types
A template's field types decide which dashboard views a case appears in. Give an identifier the ID type so it becomes the unique case identifier. Make a dollar amount a Number type so it rolls into Analytics. Give a deadline the Date type so it feeds the Calendar.
Assign an address the Address type so the case plots on the Map. Every field writes its value under a stable internal key. Relabeling a column never disturbs data already saved.
If you need to sum repeating line items across many cases, use a Batch field. A Computed output can sum arrays from Batch fields. Every field references data only within its own case.
In the construction tutorial, the E-Number is the ID field. You capture the start date as a Date, the building address as an Address, and the total charge as a Number.
Build the case
Every template fill writes into a durable case. On the Free and Lite plans, these cases persist for 14 days inside a read-only showroom. The Pro plan unlocks the full dashboard and its features. A case gathers your case data facts and an Activity history of notes and runs.
It holds a Documents list of files added or generated. Incoming files ingest from Gmail, Google Drive, or manual upload. The app reads the identifier from the file. An unclaimed identifier always starts a new case.
An existing identifier routes the file to the matching case. If the app finds a match later, it offers a banner to Merge into E-12345.
In the construction workflow, invoices are generated deliverables rather than inbound files. You attach the invoice template to the existing bid case using the E-Number. You fill it and generate the document outward.
When extraction reads a document, it tags the captured values. An Extracted tag with an eye icon means the AI read it from the page. A User Input tag with a pencil icon marks what you typed.
Correct an extracted value by hand, and its tag flips to User Input. The app keeps the original reading behind the clock icon on the row.
View the workspace
The dashboard always opens directly on the Inbox. You see one row per case and one column for every data field. From this data, the view switcher offers more lenses.
These views require the Pro plan and are grantable per teammate. A teammate without permission sees Map (no access).
The Map plots every case with an address. The Calendar lays the due dates across days. Analytics rolls the Number columns into visual charts. You configure these charts in your workspace settings to show sums, counts, or averages.
Filter and sort the work
As cases pile up, you filter the list instead of scrolling. Click + Add Filter to build a named preset. You can build it manually by picking operators like "at least" or "is empty".
You can also type a prompt into Describe this filter and click Build with AI. The drawer previews Matching 5 of 12 cases before you save it.
File-category filters help create your daily work queue. The construction sample ships with a saved filter that isolates cases holding a bid but missing the final invoice.
Move closed cases
When a case is finished, it leaves the Inbox. Automations often move these closed cases for you. A Time trigger can watch the mailbox and move cases to Archived after a set number of idle days. The construction sample ships with an automation to auto-archive stale invitations.
You can also choose to move cases manually. Open the case action menu and click Move to mailbox. To move several at once, click Select in the toolbar, tick the cases, and pick Move to... in the batch bar.
Custom mailboxes like Archived will hold cases indefinitely. If you move a case to Trash, a daily job clears it after 30 days. The All Mailboxes view is a synthetic list showing cases across every mailbox.
Handle outliers with special instructions
Eventually, a single vendor sends an invoice laid out unlike any other. You do not edit the template for one document. You steer that single run with Special AI instructions. This guidance is the fourth layer of extraction rules, and it applies only to the current run.
When you run an extraction, type your hint into the Special AI instructions box. The hint text confirms it is applied to the next run only. In the template editor, open the Run button's caret menu and use AI instructions for this run. You can also reach this box from the Documents console by clicking Add AI instructions.
Next: building the transmittal.