Configure Document Intelligence for bills

Document Intelligence extracts fields from received bills to reduce manual entry. It currently uses an Azure AI Document Intelligence resource purchased and controlled by your agency.

OCR proposes data; it does not validate the fiscal reality, supplier, tax, or amount. A person must always compare the result with the original document.

Separate configuration and review#

• Configuring the provider requires Document Intelligence read or update permissions and authorization for that resource.
• Requesting OCR while uploading requires bill create permission. Reprocessing an existing bill requires bill read and update permissions plus authorization for that bill. Neither path requires Document Intelligence CRUD permission.
• Staff reviewing bills do not need to see the provider key.

The Owner plan does not include this integration. On Agency, visibility still depends on permissions and authorization, not only on the plan.

Before you start#

You need:

• an active Azure AI Document Intelligence resource;
• its service endpoint and a valid key;
• sufficient Azure billing and quota;
• a resource purchased and controlled by the team;
• an Azure region located in the EU and a processing policy approved by your organization if you will enable automatic post-upload OCR;
• a test bill without unnecessary sensitive data.

Do not use the Azure portal address or the address of another service. Copy the endpoint belonging to the Document Intelligence resource itself.

Connect the service#

1. Switch to the correct team.
2. Open Integrations > Document Intelligence.
3. Open Edit.
4. Enter the complete resource endpoint and key.
5. Select the Azure resource region. It must match the real region shown in Azure.
6. Enable This Azure resource belongs to this team only after checking that the team controls the subscription, resource, and processing region.
7. Save and return to the integration.
8. Check Connection Status.
9. Load Available Models and confirm that the service replies.

The key is stored encrypted. Recording the region and ownership does not change the Azure resource: it documents the verified configuration and enables automatic post-upload OCR. The usage card confirms that the service is active, but detailed consumption and billing must be reviewed in Azure.

First controlled bill#

1. Open Received Bills.
2. Upload a legible, complete, correctly oriented file.
3. Open the created bill.
4. Use Process with OCR.
5. Wait for processing to finish.
6. Compare supplier, tax ID, number, dates, currency, subtotal, tax, and total one by one.
7. Correct every field before continuing to accounting, allocation, or payment.

The original file remains the evidence. A high confidence level or success message does not make the result verified data.

For received bills, an extracted supplier tax ID is also used for an exact, team-local lookup against earlier active bills. Saved supplier name, address, and tax-ID spelling take priority over OCR-inferred supplier details when that exact normalized identity exists; otherwise OCR values are used. This lookup never crosses teams and does not make the saved details authoritative, so compare them with the original invoice.

Batch processing#

The list lets you select several bills and use Batch Process OCR. The action queues documents and may finish later.

In the upload area, Process uploaded documents with OCR creates the bills and queues only documents that uploaded successfully. It is selected by default when there is a valid connection, supported EU region, resource-ownership confirmation, and permission to create bills; the user can clear it before uploading an individual batch. The team configuration is resolved only on the server and its key is not exposed to the bill operator. If upload completes but queueing fails, keep the created bills and run OCR later; do not upload the same documents again.

Before starting it:

• confirm that every selection belongs to the team and should be processed;
• exclude records without a file;
• avoid selecting again a batch still in progress;
• plan a human review of every completed bill.

A bill without a file is skipped or produces a warning. A partial failure does not mean the entire batch failed or that everything else is correct.

Know when it is ready#

The integration is ready when:

• status shows a valid connection;
• the Azure resource's real region matches the recorded EU region;
• the team's ownership of the resource has been checked and confirmed;
• the service returns available models;
• a controlled bill is processed;
• the team can correct extracted fields;
• human review takes place before exporting, recording, or paying;
• someone monitors quota, cost, and alerts in Azure.

Errors and recovery#

• Credentials missing: complete endpoint and key.
• Connection rejected: verify that both values belong to the same resource and that the key was not rotated.
• Automatic OCR disabled: record the real EU region, confirm resource ownership, and check that the person has bill create permission for upload or bill read/update permission for an existing record.
• Bill uploaded but batch not queued: keep the created bill and run OCR later from the list; do not upload the file again.
• Limit or quota: the affected bill job honors Azure's retry interval and retries automatically with increasing, distributed delays without entering the failed-jobs list. Do not start it again manually. If throttling persists, review the Azure tier and quota, and Holidario's queue-worker throughput, or approve more capacity.
• No file: attach the correct document before processing.
• Illegible document: scan again at better resolution without cropping or shadows.
• Processing queued: wait and review status before starting it again.
• Incorrect fields: correct them manually and retain the original.

If a batch contains successes and errors, review every record separately and retry only those not processed.

Privacy and security#

• The bill is transmitted to the Azure resource configured for the team.
• Your agency must verify and maintain the provider region, retention, logs, access, and data-processing agreement. The confirmation in Holidario does not replace that check in Azure.
• Do not upload documents unrelated to accounting or unnecessary extra pages.
• Limit credential configuration to designated administrators.
• Rotate the key if it may have been exposed and update it in Holidario.
• Avoid sharing real bills with support; use an anonymized copy where possible.

What to send support#

Include the team, bill, approximate file type and size, time and time zone, whether it was individual or batch processing, visible status, and exact error. Do not include the key or tax or banking details unnecessary for diagnosis.