10 posts tagged with "Document Studio"

Release date: 3 September 2025
Version: v3

Here's the latest summary of what's new and improved in Zudello, as well as what we resolved in the latest release.

In this release:​

• Enhanced payment terms with month-end options
• Expense management and budget improvements
• Document Studio enhancements and more

Looking for something? Browse by tag to find release notes on a specific feature.

New and improved​

Enhanced payment terms​

Payment terms ensure your payment due dates are consistent and in line with supplier/customer agreements. We've introduced two new flexible payment term options to handle common month-end scenarios more effectively.

We've added the following payment term options:

• End of Month: Automatically sets invoice due dates to the last day of the current month
• End of Following Month: Automatically sets invoice due dates to the last day of the month after the invoice date

These options automatically adjust for different month lengths, eliminating the need to manually calculate due dates for months with varying numbers of days. The system handles all the complexity automatically, so you don't need to.

Expense management improvements​

Expense management helps you track, process, and approve employee expenses efficiently. We've continued investing in improvements to make expense processing more intuitive and consistent.

This release includes several key enhancements:

• Performance improvements
  • Additional optimisations to make expense processing faster and more responsive.
• Smart claim handling
  • When a claim is hard deleted, any linked expenses are automatically unlinked and reopened for processing. Similarly, when a claim is reopened (if the status is Ready or User Review), linked expenses automatically reopen as well.
• Enhanced field controls
  • Resolved an issue where certain GL Impact fields remained editable even when the section was configured as read-only.
• Improved validation experience
  • Fixed an issue where clicking the review button for validation errors didn't automatically open the related expense records.

These improvements are currently in alpha testing and are available only for selected teams. To discuss enabling these features for your team, reach out to support@zudello.com.

Budget management improvements​

Budget management helps you control spending and ensure costs stay within defined limits across your organisation. We've refined how the system handles budget lines to improve accuracy and prevent unintended budget matching.

Improved handling of budget lines without dimensions​

Previously, a budget line without any dimensions assigned would be matched to all transaction lines within the relevant date range. We've updated how the system processes these budget lines to avoid incorrect matching:

• Enhanced validation
  • Budget lines without any dimensions are now considered invalid and won't match transactions
• Accurate attribution
  • Only budget lines with at least one dimension will match and track related transactions
• Cleaner reporting
  • This prevents accidentally broad budget matching that could skew your budget reporting

Budget management is currently only available for selected teams. To discuss enabling these features for your team, reach out to support@zudello.com.

Document Studio improvements​

Document Studio empowers you to customise how Zudello extracts data from your documents, ensuring maximum accuracy and efficiency for your specific document types and workflows.

We've made several significant enhancements to provide more flexibility and better performance:

• Multiple workflows per module and submodule
  • You can now create different extraction rules for different document types within the same category (such as stock invoices versus overhead invoices)
  • You can configure precise extraction workflows for each of your specific supplier formats and document requirements
• Reduced processing option for faster performance
  • You can enable reduced processing for workflows where you only need information from key pages
  • When this is turned on, the system processes only the first, second, and last pages of documents to reduce processing time
• Enhanced workflow management interface
  • We've improved list views and workflow screens for easier navigation
  • You can toggle between different versions of workflows while maintaining a clean, organised view

Document Studio is currently only available for selected teams. To discuss enabling Document Studio for your team, reach out to support@zudello.com.

Resolutions​

We're constantly working to refine Zudello functionality and ensure that we address any issues as soon as possible. As part of this release, we've made the following resolutions and improvements:

• We've improved how the system handles approval processes during temporary connectivity issues to prevent approvals from getting stuck
• We've upgraded infrastructure components to enhance extraction processing performance
• We've resolved an issue where automation history would sometimes incorrectly show actions as completed when they had actually failed
• We've improved how automations handle datasets that contain empty user or user group rows
• We've addressed an issue where some invoice uploads were incorrectly being assigned to the purchasing module
• We've enhanced how the system processes search queries containing quotation marks to prevent syntax errors
• We've removed unnecessary location and subsidiary options from non-transaction records to streamline the user interface

Have an idea?​

Do you have an idea for a new feature or how we can improve our current features? Let us know at support@zudello.com.

Your ideas and feedback are an important part of our product planning process to make Zudello better for everyone.

Release date: 7 August 2025
Version: v3

Here's the latest summary of what's new and improved in Zudello, as well as what we resolved in the latest release.

Looking for something? Browse by tag to find release notes on a specific feature.

New and improved​

Enhanced delegation of authority (DOA) dataset handling​

Delegation of authority (DOA) datasets drive your approval workflows by determining who needs to approve transactions. We've improved how the system handles situations where approval automations don't find any matching dataset rows for a given transaction.

Skip line if no match handling​

We've adjusted the exception handling behaviour for DOAs set to Skip line if no match:

• If the system can find a match for at least one row of the transaction, it's considered successful
• If no applicable rows are found in the dataset, the document moves to Unable to Process status with an explanatory notice

Exception handling for DOAs set to Skip sentence if no match or Fail if no match remains unchanged.

Improved handling of misconfigured dataset rows​

We've also improved our handling of dataset rows with empty limit or user fields:

• Empty dataset rows are automatically ignored instead of causing system errors
• This prevents common configuration mistakes from disrupting your approval workflows

Enhanced document coding capabilities​

Document coding helps you automatically populate transaction fields based on extracted document information, reducing manual data entry and ensuring consistent coding. We've significantly expanded document coding capabilities to give you more automation options.

Document type automation based on keywords​

You can now automatically set document types (forms) based on keywords found in your documents:

• Keyword-based document type assignment
  • Configure rules that automatically assign the correct document type when specific keywords are detected
  • Combine with module and submodule context for more precise automation
  • Opens up new customer-facing automation possibilities you can configure yourself

Custom field support​

Document coding now supports custom fields as both trigger and target fields:

• Custom field triggers
  • Use custom fields as the source field to search for keywords
• Custom field targets
  • Automatically populate custom fields based on detected keywords
• Enhanced workflow integration
  • Works with Document Studio to create custom questions that can be used in coding rules
  • Enables more sophisticated document type assignment beyond a single default document type per supplier
  • Reduces manual data entry during document review

Improved contact matching and enrichment​

Document enrichment helps ensure consistent supplier and customer information across your transactions. We've enhanced the contact matching process to provide more accurate and complete document information.

When the Force overwrite setting is enabled for supplier/customer information, the system now automatically updates document details to match the details on record for the linked supplier or customer:

• Enhanced field overwriting

  • Company name, tax number, email, and phone details are automatically populated from supplier/customer records
  • This helps correct extraction inconsistencies such as slightly incorrect ABN numbers or company names affected by logo interference
  • Only overwrites when supplier/customer records contain information

• Protected fields

  • Company reference and bank account details remain unchanged to preserve document-specific information
  • Ensures critical payment information isn't inadvertently modified

This enhancement ensures your transaction records maintain accurate supplier and customer information, without any additional manual review.

Importing improvements​

Document importing helps you efficiently upload large volumes of data into Zudello using CSV files and other structured formats. We've continued enhancing our importing capabilities with new features and better reliability.

Placed By user support​

You can now import and set the Placed By user field for transactions like purchase orders. This is particularly useful for migrating purchase orders, when you need to maintain accurate procurement owner records.

You can import the Placed by user by creating a column with their email addresses in your import file. During import, Zudello will search for a user with the same email address, and apply it.

Intelligent default application​

The system now automatically applies configured defaults when document types or statuses aren't provided. When you don't specify document types or statuses in your import files, and haven't made bulk selections or mapped these fields, Zudello will automatically apply your configured defaults. This smart handling only applies defaults to new transactions and won't overwrite existing values.

Streamlined bulk status updates​

For CSV-based workflows, we've introduced a quick process for bulk transaction status updates:

1. Create export templates that include only transaction UUIDs
2. After processing transactions in your external accounting system, export the UUID list
3. Upload this file via the Imports tab in Zudello, and select your desired status
4. Map the UUID column in your CSV to the UUID field in Zudello if it is not automatically recognised
5. Zudello will bulk update all the transactions

For more help with importing, see our how-to guide on Importing

Enhanced bulk transaction imports​

We've improved bulk transaction imports with flexible column ordering. You can now mix transaction header and line columns in any order within your import files, rather than being required to group all header columns before line columns. This provides more flexibility in how you structure your import files.

Enhanced validation capabilities​

Data validation helps ensure information is accurate and complete before documents are processed. We've significantly expanded our validation system to provide better data quality controls across more scenarios.

Custom field validation support​

Validation now works with both custom header and custom line fields. You can apply validation rules to all custom field types including text, number, and select fields. These validations work across both document headers and transaction lines, ensuring data completeness for your specific business requirements.

Required if validation enhancements​

We've expanded conditional validation capabilities with Required if conditional logic. You can now mark fields as required only when specific conditions are met.

The system also considers Visible if rules and automatically suppresses required validations when fields aren't visible to users. This provides flexible validation that adapts to your document workflows.

Approval validation enforcement​

Validation errors are now fully enforced during approval processes. When validation errors exist, the system will:

• Block both standard approve and force approve actions
• Prevent approval actions from external sources such as email approval links
• Stop automated approval actions like "Apply previous response" or "Auto approve submitter"

New expense-focused validations​

We've introduced specialised validation options for expense management. These ensure all expenses on a claim have passed their individual validations, verify that card spend expenses are properly reconciled to payments, and confirm all expenses on a claim have consistent employee and expense type information.

Enhanced email validation​

Email validation has been refined for better usability. The system now only validates fields that actually contain values, so empty email fields aren't flagged as invalid. You can combine email validation with "Required" validations if you need both valid and mandatory email addresses.

Email validation now also works on non-transaction resources such as supplier email fields.

For more information on using and understading validations, see our guide on Document validations

Have an idea?​

Do you have an idea for a new feature or how we can improve our current features? Let us know at support@zudello.com.

Your ideas and feedback are an important part of our product planning process to make Zudello better for everyone.

Release date: 29 July 2025
Version: v3

Here's the latest summary of what's new and improved in Zudello, as well as what we resolved in the latest release.

Looking for something? Browse by tag to find release notes on a specific feature.

New and improved​

Enhanced automation capabilities​

Zudello's automations help you reduce manual data entry by automatically setting field values based on your business rules. We've expanded automation capabilities to support custom fields, giving you more flexibility in your document processing workflows.

Custom field automation support​

You can now create automation rules that set values for basic custom fields across both document headers and transaction lines. This includes the following field types:

• Text fields
  • Automatically populate text-based custom fields
• Number fields
  • Set numeric custom field values
• Date fields
  • Apply date values to custom date fields
• Checkbox fields
  • Control boolean custom field settings

Module-specific document coding​

Document coding helps automatically populate transaction fields based on extracted document information. We've enhanced document coding to support module-specific rules, allowing you to apply different coding logic across your various business processes.

You can now configure document coding rules to apply only to specific modules and submodules:

• Context-specific rules
  • Set rules that only apply in specific areas like Expenses or Purchasing
• Flexible configuration
  • Choose which modules and submodules each rule should affect

• Backwards compatibility
  • Rules without module context will continue to apply across all modules as before

This enhancement allows you to create more precise coding rules that match your specific business workflows for different document types.

Enhanced document viewing options​

Document viewing helps you review and work with your uploaded documents efficiently. We've restored and improved document viewing options to give you better access to different document formats and information.

Expanded viewing capabilities​

All users now have access to multiple document viewing options through an enhanced viewing menu:

• Original view
  • Shows documents converted to images for faster loading
• OCR Text view
  • Displays the text that Zudello extracted from your document, helping you understand what information the AI processing identified
• Uploaded Document view
  • Provides access to the original PDF format for easy text copying, annotation, rotation, downloading, and printing

Improved menu design​

With the addition of this new menu, the document viewer will now have two menus:

• Three-dot menu (...)

  • Gives you access to various actions you can take on documents

• Chevron menu (arrow down)

  • Gives you access to different ways of viewing the same document

Unlock permission for approvals​

Approval workflows ensure documents are reviewed and approved by the right people at the right time. We've introduced new permission controls to give you finer control over who can edit documents during the approval process.

We've added a new permission system that requires users to explicitly unlock documents before editing them during approvals:

• Enhanced security
  • Prevents accidental edits by requiring an intentional unlock action
• Granular control
  • Administrators can control which users have unlock permissions separate from general editing permissions
• Performance improvement
  • Reduces system load by minimising unnecessary update calls during the approval process

Seamless transition​

To ensure continuity, we've automatically granted unlock permissions to all users who currently have update permissions. Administrators can adjust these permissions as needed for their specific workflow requirements.

Improved approval visibility​

We've enhanced how approval information is displayed to make it easier to track approval status without additional user interactions.

• Always-visible responses
  • Approval responses are now permanently displayed on screen instead of requiring hover actions
• Streamlined interface
  • The Others section remains collapsed by default for a cleaner view while keeping essential information visible

Enhanced rejection workflow​

Document rejection helps you return documents to suppliers or submitters when issues need to be resolved. We've improved the rejection feature to make the process more intuitive and automatic.

Intelligent email handling​

The system now automatically determines the appropriate recipient for rejection emails:

• Primary contact
  • Uses supplier or customer email addresses from the document when available
• Fallback lookup
  • Searches linked supplier or customer records for email addresses if document fields are empty
• Module-aware display
  • Shows Supplier or Customer labels based on the module you're working in

Configuration improvements​

We've made several enhancements to system configuration options to improve usability and reduce setup complexity.

Enhanced default document types​

Setting up default document types against suppliers and customer is now more intuitive with dropdown menus for:

• Module selection: Choose the appropriate module from a dropdown
• Submodule selection: Select the relevant submodule
• Document type selection: Pick the specific document type

Inbox management improvements​

For organisations with multiple inboxes, we've added features to help you find and manage inboxes more efficiently:

• Search functionality: Quickly find specific inboxes by name
• Alphabetical sorting: Inboxes are now sorted alphabetically for easier browsing
• Quick access: The first five search results are pinned for convenient access

Better team management​

We've improved how the system handles default team settings to reduce confusion and prevent accidental changes:

• Smart team loading
  • The system now prioritises your default team when displaying settings
• Production team priority
  • If no default is set, production teams are shown before sandbox environments
• Visual indicators
  • Team type icons help you identify when you're viewing sandbox team settings

Card reconciliation enhancements (limited customers only)​

Card reconciliation helps you match credit card transactions with expense records for accurate financial reporting and expense management. We've expanded the reference field display to make it easier to identify and match payments.

Card reconciliation is currently only available for a selected number of teams. Reach out to support@zudello.com to discuss enabling this feature for your team.

Document Studio improvements​

Document Studio empowers you to customise how Zudello extracts data from your documents, ensuring maximum accuracy for your specific document types and formats. We've enhanced extraction capabilities to capture more supplier and contact information.

Enhanced contact extraction​

We have made imrovements to how Document Studio extracts and populates supplier, merchant, and contact name information, providing more complete data capture from your documents.

Document Studio is currently only available for a selected number of teams. Reach out to support@zudello.com to discuss enabling Document Studio for your team.

Resolutions​

We're constantly working to refine Zudello functionality and ensure that we address any issues as soon as possible. As part of this release, we've made the following resolutions and improvements:

• We've resolved an issue where hover messages showed incorrect submodule information when opening transactions from related documents (for example, opening a receipt from a purchase order now correctly shows "receipt" in the hover message)
• We've fixed an issue where expenses on claims were incorrectly numbered in some cases

Have an idea?​

Do you have an idea for a new feature or how we can improve our current features? Let us know at support@zudello.com.

Your ideas and feedback are an important part of our product planning process to make Zudello better for everyone.

Release date: 2 July 2025
Version: v3

Here's the latest summary of what's new and improved in Zudello, as well as what we resolved in the latest release.

Looking for something? Browse by tag to find release notes on a specific feature.

New and improved​

Enhanced item alternatives management​

Item alternatives let Zudello automatically recognise different codes that suppliers and customers use for the same products, reducing manual data entry and improving processing accuracy. We've made significant improvements to how the system searches for and manages existing item alternatives.

We've enhanced the search functionality when assessing potential new item alternatives, particularly when an item has existing alternatives linked to other suppliers or customers. This improvement ensures more accurate matching and reduces duplicate alternative creation, making your item management more efficient and reliable.

Importing improvements​

Document importing helps you efficiently upload large volumes of data into Zudello using CSV files and other formats. We've continued enhancing our importing capabilities with several key improvements to make the process more reliable and user-friendly.

Enhanced importing reliability​

We've upgraded our importing tool to use new backend technology, resolving several issues with the previous system:

• Improved document type handling: The system now correctly sets document types during import, eliminating previous inconsistencies
• Better error handling: Resolved issues where imports would stall without providing error messages to users
• Enhanced UUID validation: Improved handling of invalid UUID entries during import

Code-based resource updates​

Previously, to update records you needed to provide the UUID or external ID of each record. We've now added the ability to import and update resources using the code field for matching, making it easier for end users to manage existing data via imports.

Enhanced filtering capabilities​

Filtering helps you quickly locate specific transactions and documents within your system. We've expanded filtering options and improved the user experience for finding the information you need.

Improved quick filters and better display​

Quick filters are always visible when you open the filtering tab, and allow you to quickly drill down to the documents you need.

We've also improved the display of very long filter names, particularly for approval-related filters.

New allocation filters​

We've added allocation-related fields to the filtering options, making it easier to track transaction matching status:

• Allocation statuses: Filter by current allocation status
• Variance amounts and percentages: Find transactions with specific variance levels
• Remaining amounts and percentages: Identify partially allocated transactions
• Discrepancy amounts and percentages: Locate transactions with matching discrepancies

Enhanced approval filters​

We've expanded approval filtering capabilities to help you manage workflow status more effectively:

• Filter by specific milestone names or statuses
• Filter by step names or statuses
• Filter by associated approvers
• Filter by approval responses or reasons

Available approval statuses and responses:

• PENDING (response and status)
• ESCALATED (response and status)
• DELEGATED (response only)
• FORCED (response only)
• CHANGED (response only)
• APPROVED (response and status)
• REJECTED (response and status)

Approval and notification improvements​

Approval workflows ensure documents are reviewed and approved by the right people at the right time. We've made several enhancements to improve the approval experience and ensure proper workflow management.

Automatic approval cleanup​

We've improved how the system handles archived or completed documents with open approvals:

• Automatic clearing
  • When documents change from "Approve" status to any other status type (such as Archive or Mark as Completed), the system automatically clears any open approvals
• Improved reporting accuracy
  • This ensures approval reporting correctly reflects actual outstanding approval actions
• Reduced unnecessary notifications
  • Prevents escalation and reminder notifications for archived or completed documents

Open approvals are defined as active and future milestones, including all their steps and responses. Previously approved or rejected milestones are preserved for historical tracking.

Enhanced approval notifications​

We've improved the approval notification system:

• New approver notifications
  • When you manually change an approver, the system automatically sends approval required notifications to the newly assigned approver
• Expanded reminder options
  • Manual reminders are now available for escalated approval steps
• Improved claim notifications
  • Enhanced handling of claim notifications to avoid showing "unavailable" or "unknown" placeholders when key information is missing

Document coding improvements​

Document coding helps you automatically populate transaction fields based on extracted document information, reducing manual data entry and ensuring consistent coding. We've enhanced the document coding configuration to prevent invalid setups and provide clearer error messaging.

Improved field selection​

We've refined which fields can be used in document coding rules:

• Source fields
  • Limited to only text fields that can be populated by the extraction pipeline
• Target fields
  • Filtered to show only writable fields, excluding system-controlled fields like:
    • User and system date fields (e.g. Created at, Created by)
    • System-controlled fields (e.g. Budget status, Allocation status)
    • Sub-resources that can't be directly updated

Enhanced error messaging​

We've reformatted error messages for invalid document coding rules to make them easier to read and understand, helping you resolve configuration issues more quickly.

Price Books improvements (limited customers only)​

Price management helps you maintain accurate pricing across different suppliers, customers, and business dimensions. We've continued enhancing our Price Books feature with new capabilities for managing complex pricing scenarios.

Dimension-specific pricing management​

Building on our basic implementation, we've added advanced pricing capabilities:

• Accept pricing workflow
  • Ability to accept pricing when managing dimension-specific pricing (such as Subsidiary or Project pricing) without overwriting existing prices
• Bulk import and export
  • Full support for importing and exporting item pricing records via the user interface

Price Books are currently only available for a selected number of teams and require additional implementation. Reach out to support@zudello.com to discuss enabling this feature for your team.

Reporting enhancements (limited customers only)​

Business intelligence and reporting help you gain insights into your document processing workflows and business performance. We've made improvements to enhance the reporting experience and provide better navigation capabilities.

Enhanced report exports​

We've improved how the system handles URLs and links when exporting reports:

• Better CSV and Excel exports
  • Enhanced handling of document URLs and links in exported data
• Approval dashboard improvements
  • Added document URLs and links to the approval dashboard, allowing users to easily navigate directly to transactions requiring attention (such as pending approvals)

Reporting is currently only available for selected teams. Reach out to support@zudello.com to discuss enabling this feature for your team.

Card Reconciliation improvements (limited customers only)​

Card reconciliation helps you match credit card transactions with expense records for accurate financial reporting and expense management. We have launched this new feature with selected customers and have made several enhancements based on initial feedback.

Enhanced expense management​

• Payment method visibility
  • Added the Payment method field as a column to the payments submodule table view for better transaction tracking
• Improved filtering
  • Added an additional filter to the card reconciliation screen specifically for Card Spend expenses

Smart default filters​

We've implemented intelligent default filters that users can modify as needed:

• Payment method matching:

  • Filters expenses by the selected Payment Method for reconciliation
  • Includes expenses without a Payment Method set
  • Can be disabled to show expenses regardless of payment method

• Card spend filtering:

  • Filters expenses by Expense Type = Card Spend
  • Can be disabled to show all expenses regardless of type
  • Both filters can be removed by clicking the 'x' if not needed

Card reconciliation is currently only available for a selected number of teams. Reach out to support@zudello.com to discuss enabling Document Studio for your team.

Document Studio improvements​

Document Studio empowers you to customise how Zudello extracts data from your documents, ensuring maximum accuracy for your specific document types and formats. We've added new extraction capabilities to capture more information from your documents.

Enhanced extraction capabilities​

We've expanded Document Studio's ability to extract information from transaction documents:

• Transaction Line Notes support
  • Document Studio now supports extracting notes from individual transaction lines

Document Studio is currently only available for a selected number of teams. Reach out to support@zudello.com to discuss enabling Document Studio for your team.

Resolutions​

We're constantly working to refine Zudello functionality and ensure that we address any issues as soon as possible. As part of this release, we've made the following resolutions and improvements:

• We resolved an issue where logos with identical names would overwrite each other across different teams, ensuring each team's branding remains distinct.

Have an idea?​

Do you have an idea for a new feature or how we can improve our current features? Let us know at support@zudello.com.

Your ideas and feedback are an important part of our product planning process to make Zudello better for everyone.

Release date: 25 June 2025
Version: v3

Here's the latest summary of what's new and improved in Zudello, as well as what we resolved in the latest release.

Looking for something? Browse by tag to find release notes on a specific feature.

New and improved​

New item management features​

Item management helps you maintain your product catalogue and ensure accurate coding across all transactions. We've launched two new item management features to let how you create and manage items directly from the document viewer.

Create new item flow​

You can now create new items directly while processing documents. When this setting is enabled, you'll see a + icon when searching for items in your catalogue.

Clicking the + icon will:

• Open a new item modal
• Prefill key information from the transaction line, including SKU, description, and pricing
• You can then add additional relevant information before saving the new item

This eliminates the need to leave the document viewer and navigate to the Items submodule to create missing items. Reach out to support@zudello.com to discuss enabling this feature for your team.

Create item alternatives flow​

When suppliers or customers use different codes than your internal product codes, Zudello's Item alternatives automatically recognises these alternative codes and match them to the corresponding items.

To make onoing item management easier, Zudello now allows you to add new Item Alternatives straight from the document viewer. If you manually link an item to a transation line:

• Zudello checks if the extracted code matches any existing item alternatives
• If no match is found, you'll see a warning with the option to create new item alternatives
• You can save all suggested alternatives or deselect unwanted options
• The system automatically populates supplier or customer fields for the new alternatives

Enhanced Extraction Process​

To support item alternative creation, we've improved our extraction process:

• The system now captures both the original extracted code and the matched item code
• When items are linked to transaction lines, the line code is automatically updated to match the linked item
• The extracted item code is still saved against the document, to ensure all originally extraced data remains available, even after alternatives are applied

Price Books (Limited customers only)​

Price management helps you maintain accurate pricing for validation and automation across different suppliers, customers, and business dimensions. We're excited to announce the limited release of our new Price Books feature.

Price Books make it simpler for you to:

• Manage specific pricing arrangements: Configure and manage fixed item pricing for specific suppliers, customers, locations, or projects
• Automate pricing application: Automatically apply the correct pricing when creating requisitions or purchase orders
• Validate invoice pricing: Compare received invoice prices against your negotiated rates to ensure accurate billing
• Support complex pricing scenarios: Handle multiple pricing dimensions and hierarchies

Key capabilities​

• Flexible pricing dimensions: Configure pricing by supplier, customer, subsidiary, project, or combinations thereof
• Automatic price prefilling: Populate correct pricing when creating new transactions
• Price validation: Compare invoice prices against configured rates with customisable tolerance levels
• Comprehensive search and filtering: Easily find and manage pricing across large catalogues

Price validation enhancements​

We've upgraded our price comparison capabilities with a new validation system that checks prices in order of priority:

1. Price Book pricing (most specific and relevant)
2. Supplier/Customer specific pricing (legacy feature, to be deprecated)
3. Line pricing (customer-specific retail pricing)
4. Item pricing (standard purchase or sell prices)

The system displays clear indicators showing whether prices match, are higher, or lower than expected, with detailed context available on hover.

Price Books are currently only available for a selected number of teams and require additional implementation. Reach out to support@zudello.com to discuss enabling this feature for your team.

Importing improvements​

Document importing helps you efficiently upload large volumes of data into Zudello. We've significantly upgraded our importing infrastructure to provide better reliability and expanded functionality.

Enhanced importing engine​

• Improved reliability: Resolved issues where imports would stall without error messages
• Better document type handling: Fixed problems with document type assignment during import
• Enhanced error reporting: More detailed feedback when imports encounter issues

Expanded date format support​

You can now import data using additional date formats:

• YYYY-MM-DD
• YYYY/MM/DD

Flexible resource updating​

• Code-based matching: Update existing resources by matching the code field, eliminating the need to provide UUIDs or external IDs
• Improved data integrity: The system prevents duplicate matches by failing imports when multiple records share the same code

We're continuing to test and refine the importing system to identify and resolve any remaining issues in upcoming releases.

Enhanced virus scanning​

Document security is essential for protecting your business data. We've improved our virus scanning capabilities to provide better protection against corrupted and malicious files.

The enhanced virus scanning now:

• Rejects unsafe files: Automatically blocks corrupted and malicious files during manual upload
• Provides clear feedback: Shows error warnings when files are rejected
• Protects all upload methods: Covers manual uploads, email attachments, and API submissions

This improvement helps maintain the security and integrity of your document processing workflows.

Reporting (Limited customers only)​

Business intelligence and reporting help you gain insights into your document processing workflows and identify opportunities for improvement. We're excited to announce the alpha release of our new Reporting suite.

Key features​

• Comprehensive dashboards: Access pre-built reporting dashboards covering key business areas
• Flexible filtering: Filter reports by date ranges, users, submodules, and other dimensions
• Export capabilities: Download individual charts and reports to Excel or CSV formats
• Real-time insights: Refresh dashboards on demand to see the latest data

Available dashboards​

Approval Dashboard

• Track pending approvals by user and submodule
• Monitor escalations, forced approvals, and rejections over time
• Analyse approval response times and identify bottlenecks
• Review detailed approval histories with searchable data

Accrual Dashboard

• Monitor business expenses recorded before payment
• Track documents yet to be fully processed through to your ERP
• View accruals at both header and line level
• Filter by supplier, location, account codes, and other dimensions

Administrative access​

• Super user access: Unrestricted access to reports across all teams
• Configurable permissions: Teams can be opted in using REPORTING#VISIBLE and REPORTING#VIEW permissions
• Admin-focused: Designed for administrative users with elevated access requirements

Reporting is currently only available for selected teams. Data permissions are not enforced in reporting, so this should be considered an admin-level feature. Reach out to support@zudello.com to discuss enabling this feature for your team.

Document Studio improvements​

Document Studio empowers you to customise how Zudello extracts data from your documents. We've resolved several issues to improve the accuracy and reliability of document extraction:

• Fixed reference field population: Resolved an issue where reference fields weren't being populated correctly during extraction
• Enhanced extraction reliability: Improved overall extraction accuracy and consistency

Document Studio is currently only available for a selected number of teams. Reach out to support@zudello.com to discuss enabling Document Studio for your team.

Backend validation enhancements​

Data validation helps ensure information is accurate and complete before documents are processed. We've added new validation capabilities to help maintain data quality:

• Unit of measure validation: Added validation to flag items with unit of measure conversions but no base unit of measure configured
• Payment reconciliation fixes: Resolved validation errors that could occur during payment reconciliation processes

Backend validation is currently only available for a selected number of teams. Reach out to support@zudello.com to discuss enabling this feature for your team.

Budget management improvements​

Budget management helps you control spending and ensure costs stay within defined limits. We've introduced new configuration options to provide more flexibility in how budget information is displayed and managed.

Enhanced budget visibility controls​

We've added the following budget visibility controls:

Restrict budget impact visibility

• Budget owner restrictions: Limit budget impact information to budget owners and budget line owners only
• Configurable access: Choose whether all users or only budget owners can see budget details
• Comprehensive coverage: Restrictions apply to banners, sidebar modals, exception columns, and email notifications

Streamlined budget exception handling

• Optional exception reasons: Configure whether users must provide reasons when submitting over-budget transactions
• Flexible workflows: Allow users to submit without disruption when exception reasons aren't required
• Maintained validation: Budget exceptions still require individual document review and cannot be bulk submitted

These enhancements provide more granular control over budget information access while maintaining necessary financial controls.

Enhanced data permissions​

Data permissions help control which users can access specific documents and information within your system. We've made several improvements to provide more intuitive access management:

• Simplified message thread permissions: Removed unsupported Related options from message thread permissions
• Improved expense access: Resolved an issue where claim approvers couldn't access linked expenses when using Own data permissions
• Automatic related access: Users who can access claims now automatically gain access to related expenses, and vice versa

Resolutions​

We're constantly working to refine Zudello functionality and ensure that we address any issues as soon as possible. As part of this release, we've made the following resolutions and improvements:

• Dataset management: Added dataset type and version labels to the dataset list view for easier identification
• Module organisation: Removed unnecessary All submodules from modules where they weren't needed
• Email handling: Improved email display in related resources and resolved issues where emails showed as "unknown" related resources
• Email visibility: Emails are now hidden from the related resources section but remain accessible via the inbox icon
• Workflow improvements: Resolved an issue where update events weren't raised after the place order action

Have an idea?​

Do you have an idea for a new feature or how we can improve our current features? Let us know at support@zudello.com.

Your ideas and feedback are an important part of our product planning process to make Zudello better for everyone.

Release date: 18 June 2025
Version: v3

Here's the latest summary of what's new and improved in Zudello, as well as what we resolved in the latest release.

Looking for something? Browse by tag to find release notes on a specific feature.

New and improved​

Manual approval reminders​

Zudello's approval workflows ensure documents are reviewed and approved by the right people, at the right time. We've now introduced the ability to send manual reminders for pending approvals directly through the Zudello interface.

This new feature allows users with the appropriate permissions to send approval reminder emails to approvers with pending approval steps against a document.

The system intelligently manages reminder notifications by:

• Checking all approval steps within the current milestone
• Sending reminders only to users with currently pending responses
• Excluding users who have already approved, rejected, or had their responses processed through delegation or escalation
• Including the name of the person who sent the reminder, and the time since the approval was first requested

For more information see Approval reminders.

Improved email approval experience​

For teams that require approvals to be completed within the Zudello platform, rather than via email, we've improved the messaging in approval emails. The updated emails make it clearer that users need to log into Zudello to complete their approval or rejection.

This improvement helps streamline the approval process and reduces confusion for users who might otherwise attempt to reply via email.

This change will automatically take affect for all applicable teams.

Purchase order reordering​

Purchase order management helps you track orders with suppliers from creation through to fulfilment. We've introduced a new Reorder function that allows you to quickly create new purchase orders based on existing ones.

The Reorder action is available in the ... menu at the top of the document viewer. The reorder function offers:

• Quick duplication of existing purchase orders
• Automatic status reset to the default creation status
• Clearing of document-specific fields like document number, dates, and Placed by information
• Preservation of supplier and line item details for easy reordering

This feature streamlines the process of placing repeat orders with suppliers, saving time and ensuring consistency.

The reorder function is currently only available for a selected number of teams. Reach out to support@zudello.com to discuss enabling this feature for your team.

Quote to purchase order conversion​

Quote management helps you track potential purchases from initial inquiry through to order placement. We've launched a new Convert to PO function that streamlines the process of converting approved quotes into purchase orders.

The Convert to PO action is available in the document viewer header and provides:

• Seamless conversion from quote to purchase order format
• Automatic status updates for both the original quote (set to Completed) and new purchase order (set to default creation status)
• Proper document linking through related documents functionality
• Preservation of all relevant quote details in the new purchase order

This enhancement eliminates manual re-entry of quote information and ensures accurate tracking of your procurement process from quote to order.

The convert to PO function is currently only available for a selected number of teams. Reach out to support@zudello.com to discuss enabling this feature for your team.

Enhanced data permissions for allocated documents​

Data permissions help control which users can access specific documents and information within your Zudello system. We've improved how data permissions work for documents linked through allocations (such as invoices matched to purchase orders and receipts).

Previously, users needed access to both documents in an allocation relationship to view either one. Now, if a user has access to one document (such as an invoice), they automatically gain access to any purchase orders or receipts allocated to that document.

This enhancement provides a more intuitive access experience while maintaining security controls, making it easier for users to work with related documents without requiring complex permission configurations.

Document Studio improvements​

Document Studio empowers you to customise how Zudello extracts data from your documents. We've resolved an issue where reference fields weren't being populated correctly during the extraction process, ensuring more accurate and complete data capture.

Document Studio is currently only available for a selected number of teams. Reach out to support@zudello.com to discuss enabling Document Studio for your team.

Expanded backend validation support​

Data validation helps ensure information is accurate and complete before documents are processed. We've expanded our backend validation capabilities to support:

• Expense documents with basic validation requirements
• Custom header fields for enhanced data quality control

These improvements provide more comprehensive validation coverage across different document types and field configurations.

Backend validation is currently only available for a selected number of teams. Reach out to support@zudello.com to discuss enabling this feature for your team.

Resolutions​

We're constantly working to refine Zudello functionality and ensure that we address any issues as soon as possible. As part of this release, we've made the following resolutions and improvements:

• We've enhanced document extraction processes to no longer trigger unnecessary extraction events after converting system-created documents, while maintaining proper extraction for uploaded or emailed documents
• We've improved error messaging when saving document coding rules to provide more context and clarity
• We've introduced fallback handling for PDF processing to prevent system crashes when encountering unsupported file formats
• We've resolved an issue with document conversion processes that could occasionally fail on the first attempt
• We've fixed an issue where documents for certain suppliers would occasionally fail to save properly
• We've addressed GST handling issues in claim generation processes

Have an idea?​

Do you have an idea for a new feature or how we can improve our current features? Let us know at support@zudello.com.

Your ideas and feedback are an important part of our product planning process to make Zudello better for everyone.

Release date: 5 June 2025
Version: v3

Here's the latest summary of what's new and improved in Zudello, as well as what we resolved in the latest release.

Looking for something? Browse by tag to find release notes on a specific feature.

New and improved​

Enhanced approval validations​

Zudello's approval workflows help ensure documents are reviewed and approved by the right people at the right time. We've significantly enhanced our approval validation system to give you more control over what information is required before documents can be approved.

We've introduced new Required If validations that allow you to set fields as mandatory only when documents reach specific approval statuses. This flexible approach means users can still submit documents for review, but must complete all required information before the approval process can be finalised.

Key improvements include:

• Flexible validation rules that activate only during approval processes
• Smart blocking that prevents approval actions when required data is missing, while still allowing document rejection
• Clear error messaging that shows users exactly what information needs to be completed

An important note is that this feature is not compatible with any of the following features:

• Email-based approval buttons
• Auto-approval processes, such as Apply previous response or Auto approve submitter
• Backend validation processes
• Bulk processing features, such as bulk submit, bulk approve, or low touch processing

Reach out to support@zudello.com to discuss enabling enhanced approval validations for your team.

Improved purchase order matching and auto-filling​

Zudello's automatic matching helps match invoices and receipts to their corresponding purchase orders, reducing manual data entry and ensuring accurate cost tracking. We've enhanced how auto-filling works to make the matching process even more efficient and reliable.

Auto-filling now automatically copies information from linked purchase orders to invoices at the following times:

• When invoices are uploaded, emailed, or rescanned, and automatically matched to purchase orders
• When you manually select a purchase order or purchase order line to match to an invoice
• When you click Apply trained rules

We've significantly expanded the range of fields that can be auto-filled. The fields that can now be auto-filled are:

• Header fields
  • Reference
  • PO Number
  • Currency
• Supplier details
  • Supplier name
  • Supplier code
  • Tax number (ABN)
  • Email
  • Phone
• Delivery address detais
  • Attention to
  • Addressee
  • All address fields
• Line-level data
  • Stock codes
  • Account
  • Cost centres
  • Departments
  • Locations
  • Subsidiaries
  • Projects
  • Tax rate codes
• Custom fields
  • Support for all custom field types including text, numbers, dates, selections, and boolean values

After auto-filling is complete, the system continues to apply other default values for any remaining blank fields, using defaults from your inbox settings, user preferences, or employee records.

Flexible allocation requirements​

Purchase order allocation ensures that invoice line items are properly matched to their corresponding purchase orders before processing. We've introduced more flexible options for managing allocation requirements, particularly for invoices that include freight charges or other costs not captured on the original purchase order.

You can now configure allocation requirements with these options:

• All lines must match (disabled)
  • Transaction lines don't require allocations to proceed
• All lines must match (enabled) with standard requirements
  • All transaction lines, regardless of type, must be allocated before submission
• All lines must match (enabled) with flexible landed cost handling
  • Only standard item lines require allocation, while landed cost lines (such as freight or surcharges) can proceed without allocation

This enhancement provides the flexibility to handle real-world invoicing scenarios where suppliers include additional charges that weren't part of the original purchase order.

An important note is that any users with access to transactions can move standard lines to the landed cost section, potentially bypassing allocation requirements. Consider your security and permission requirements when deciding whether to implement this feature.

Document Studio enhancements​

Document Studio empowers you to customise how Zudello extracts data from your documents, ensuring maximum accuracy and efficiency in your document processing workflows.

We've made several improvements to enhance Document Studio's functionality:

• Enhanced stability with various bug fixes and performance improvements
• Better user experience through interface refinements and workflow optimisations

Document Studio is currently only available for a selected number of teams. Reach out to support@zudello.com to discuss enabling Document Studio for your team.

Expanded backend validation support​

Data validation helps ensure information is accurate and complete before documents are processed. We've expanded our backend validation capabilities to support more document types and field configurations.

Backend validation is now supported for:

• Expense documents
  • Full backend validation support is available for expense processing workflows
• Custom header fields
  • Validation rules can now be applied to custom fields configured at the document header level

These enhancements provide more comprehensive data quality controls across your entire document processing workflow.

Backend validation is currently only available for a selected number of teams. Reach out to support@zudello.com to discuss enabling this feature for your team.

Resolutions​

We're constantly working to refine Zudello functionality and ensure that we address any issues as soon as possible. As part of this release, we've made the following resolutions and improvements:

• We've resolved an issue with item duplication that was identified during internal testing

Have an idea?​

Do you have an idea for a new feature or how we can improve our current features? Let us know at support@zudello.com.

Your ideas and feedback are an important part of our product planning process to make Zudello better for everyone.

Release date: 21 May 2025
Version: v3

Here's the latest summary of what's new and improved in Zudello, as well as what we resolved in the latest release.

Looking for something? Browse by tag to find release notes on a specific feature.

New and improved​

Units of measure​

Managing different units of measure throughout your procurement process can be complex and time-consuming. We're excited to announce the first phase of our new units of measure feature to help you handle these conversions automatically.

This powerful new feature allows you to:

• Configure unit of measure dimensions and item conversion rules
• Extract and map units of measure details directly from supplier invoices
• Apply automatic unit conversions during the extraction process
• Manually adjust transactions with units of measure and apply appropriate calculations
• Export items or transactions including unit of measure data

For more information see our article on Unit of measure conversions

We're continuing to work on phase two of this feature, which will focus on more advanced workflows.

Preventing submission of read-only invoices​

Processing documents efficiently requires clear workflows with appropriate controls. We've improved how document status types work to prevent accidental resubmission of documents that are in read-only statuses.

Documents can now only be submitted when they're in active workflow statuses such as:

• Draft
• User Review
• Ready
• Unable to Process
• Reject Review

Documents in all other status types cannot be submitted. This enhancement ensures your workflow integrity and prevents unintended changes to completed, approved, or processed documents.

Document Studio improvements​

Document Studio empowers you to customize how Zudello extracts data from your documents. We've made several important improvements to enhance your experience with this feature:

• We've implemented performance improvements to make the extraction process faster
• We've introduced virus scanning when uploading test documents for added security
• We've increased processing capacity to support larger and more complex documents
• We've streamlined the interface by removing irrelevant module/submodule combinations from the UI

Document Studio is currently only available for a selected number of teams. Reach out to support@zudello.com to discuss enabling Document Studio for your team.

Backend validation enhancements​

Data validation helps ensure information is accurate and complete before documents are processed. We've improved our backend validation to ensure it correctly captures all changes made during the enrichment process.

This enhancement provides more accurate validation results, helping you identify and resolve issues earlier in your document processing workflow.

Backend validation is currently only available for a selected number of teams. Reach out to support@zudello.com to discuss enabling this feature for your team.

Resolutions​

We're constantly working to refine Zudello functionality and ensure that we address any issues as soon as possible. As part of this release, we've made the following resolutions and improvements:

• We've improved error messaging when creating user groups with duplicate names
• We've enhanced our logging and queue handling for better system reliability during document ingestion

Have an idea?​

Do you have an idea for a new feature or how we can improve our current features? Let us know at support@zudello.com.

Your ideas and feedback are an important part of our product planning process to make Zudello better for everyone.

Release date: 7 May 2025
Version: v3

Here's the latest summary of what's new and improved in Zudello, as well as what we resolved in the latest release.

Looking for something? Browse by tag to find release notes on a specific feature.

New and improved​

Supplier splits​

Splitting suppliers invoices between multiple departments or business areas can be time consuming and inefficient. We've launched our new supplier splits feature to help you automatically allocate costs faster than ever.

This powerful new feature allows you to:

• Preconfigure how certain suppliers' invoices should be split across different dimensions
• Automatically apply these percentage-based splits during invoice processing
• Perform manual adjustments when needed for specific invoices

This tool is ideal for any organization that processes supplier invoices requiring percentage-based splits across different business areas. See Supplier splits for more information, and reach out to support@zudello.com to discuss enabling this feature for your team.

Merging documents​

Sometimes you can't control how your suppliers send you invoices. We've introduced a new merging feature to streamline how you handle multi-page invoices that are sent as multiple attachments.

This new feature allows you to quickly and easily merge multiple pages of the same document when they are uploaded separately. Merging documents will send the new merged document back through the extraction pipeline, ensuring that the extraction process takes the whole document into account.

For more information, see our guide on Merging documents.

Enhanced duplicate resolution​

Identifying and managing duplicate documents is essential for preventing processing errors and avoiding double payments. We've further improved our duplicate management with new options for dealing with with duplicates.

The enhanced duplicate resolution feature allows you to:

• View both potential duplicate documents side-by-side with key information clearly displayed
• Compare document status, creation date/time, and attachment previews at a glance
• Open full document views in new tabs for more detailed review
• See a clear "No file attachment" warning for any manually created documents
• Take immediate action with three options:
  • Permanently delete the duplicate
  • Change the status of the duplicate document to DELETED while retaining the record
  • Merge duplicates (available only for documents with file attachments)

This streamlined process helps you maintain clean records with minimal effort and eliminates confusion when dealing with potential duplicates. For more information, see our guide on Duplicate documents in Zudello.

Document Studio improvements​

Document Studio empowers you to customize how Zudello extracts data from your documents. We've made several important improvements to enhance your experience with this feature:

• Resolved an issue where deactivating prompts didn't work correctly
• Fixed inconsistencies when running prompts for the first time
• Added size limits for testing documents to ensure optimal performance

We're continuing to enhance Document Studio with upcoming improvements to:

• Improve performance when running prompts
• Add the ability to upgrade to the latest global workflow
• Make the system better compatible with expense documents

Document Studio is currently only available for a selected number of teams. Reach out to support@zudello.com to discuss enabling Document Studio for your team.

Resolutions​

We're constantly working to refine Zudello functionality and ensure that we address any issues as soon as possible. As part of this release, we've made the following resolutions and improvements:

• Resolved an issue where rescanning caused supplier, currency, and other information to be cleared incorrectly
• Improved document number extraction to ensure more accurate duplicate detection
• Enhanced system role management to prevent incorrect assignee and approver selections

Have an idea?​

Do you have an idea for a new feature or how we can improve our current features? Let us know at support@zudello.com.

Your ideas and feedback are an important part of our product planning process to make Zudello better for everyone.

Release date: 29 April 2025
Version: v3

Here's the latest summary of what's new and improved in Zudello, as well as what we resolved in the latest release.

Looking for something? Browse by tag to find release notes on a specific feature.

New and improved​

Document Studio​

Zudello's document extraction is the first step in reducing manual data entry. We're excited to announce the limited release of our new Document Studio feature.

Document Studio empowers you to:

• Customise how Zudello extracts data from your documents
• Control which Zudello fields your extracted information populates
• Ensure your documents are processed with maximum accuracy
• Reduce the need for manual editing after extraction

Document Studio is currently only available for a selected number of teams. Reach out to support@zudello.com to discuss enabling Document Studio for your team.

Budget management improvements​

Budget management helps you control spending and ensure costs stay within defined limits. We've enhanced our budgets feature to provide better performance when tracking budgets by:

• Account group
• Supplier group or category
• Customer group or category
• Item group or category
• Project type or group

These improvements make budget setup faster and more responsive, helping you manage your financial controls more efficiently.

The budgets feature is currently only available for a selected number of teams, and requires additional implementation. Reach out to support@zudello.com to discuss enabling budgets for your team.

Resolutions​

We're constantly working to refine Zudello functionality and ensure that we address any issues as soon as possible. As part of this release, we've made the following resolutions and improvements:

• Error messages are now automatically cleared when you submit a record, providing ensuring a clearer user experience
• We've resolved an issue where document duplicate checks weren't working correctly, ensuring your system properly identifies potential duplicate documents
• We've improved permission handling when classifying documents, ensuring the correct access rights are applied when working with unclassified documents

Have an idea?​

Do you have an idea for a new feature or how we can improve our current features? Let us know at support@zudello.com.

Your ideas and feedback are an important part of our product planning process to make Zudello better for everyone.