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: 20 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.

In this release:​

• Email matching for user assignment
• Smarter document defaults
• Next generation expenses
• Bulk action refinements and more

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

New and improved​

Enhanced automation capabilities​

Zudello's automations help streamline your document processing by automatically applying business rules and workflows. We've introduced powerful new automation features to reduce manual work and improve accuracy.

Find and assign users automatically​

We've launched a new automation action that automatically finds and assigns users based on email addresses in your documents:

• Automatic user matching

  • The system can now find users by email address from fields like the sender (From email) field
  • Automatically adds matched users as assignees on documents

• Smart error handling

  • The automation continues smoothly even if no email is present or no matching user is found, preventing unnecessary workflow disruptions

This enhancement is particularly useful for automatically routing documents to the right team members based on who sent them.

Enhanced approval workflows​

Zudello's approval system ensures documents are reviewed by the right people at the right time.

When a document is rejected, the rejection reason is now automatically posted to the document's chat.

This provides better visibility when approvals are restarted after resubmission, and ensures integrity and accuracy of aproval audit trails.

Document type configuration enhancements​

Document types help you customise forms and workflows for different kinds of transactions. We've improved how the system handles default document type to reduce the need for manual adjustments.

Smarter default application during enrichment​

Document enrichment automatically applies coding rules and defaults to reduce manual data entry. We've enhanced when and how document type defaults are applied:

• Automatic default application

  • Document type defaults are now applied during the enrichment process. This occurs in the background before you open a document.
  • This removes the case where validation errors appear in the submodule view, but disappear when you open the document.

• Enrichment order of operations

  1. Keyword coding rules
  2. Supplier/customer/item matching
  3. Allocations auto-filling
  4. Apply coding defaults (employee, user, inbox, subsidiary, location, item, supplier/customer)
  5. Document type defaults

• Smart field population

  • The enrichment process runs in the order above, but only fills empty fields (unless force overwrite is enabled).
  • This leaves any previously set values from other rules unchanged, ensuring general defaults like document defaults don't overwrite more specific defaults like item default coding.

For more information on automated coding rules, see Keyword coding rules, Supplier default coding, and Item default coding.

Improved document conversion handling​

Document conversion helps transform one document type into another, such as converting quotes to purchase orders. We've refined how the system handles automation events during conversion to prevent conflicts.

Streamlined event handling​

The system now raises appropriate events based on document origin:

• System created documents

  • Only raises a Converted event when converted

• Uploaded or emailed documents

  • Only raises an Extract event when converted

This prevents conflicting automations from trying to update the same record simultaneously, eliminating deadlock issues.

Export template enhancements​

Export templates help you extract data from Zudello for reporting, analysis, or integration with other systems. We've added new fields to provide better document tracking and reference capabilities.

URL fields​

You can now include Zudello document URLs in your exports:

• Short URL: Direct link to the record within Zudello
• External URL: Reference link to related records in your ERP (only when populated by integrations)

This makes it simple and easy to reference specific Zudello transactions from exported spreadsheets or reports.

Extracted SKU field​

We've added the extracted SKU field to transaction exports:

• Available in purchasing, sales, and receipt exports
• Shows the original SKU as extracted from documents

Note: This field is only populated for transactions processed after the date of this release.

Email processing improvements​

Email processing helps automatically capture and process documents sent to your Zudello inboxes. We've enhanced duplicate handling and added new reprocessing capabilities.

Enhanced duplicate detection​

The system now provides more transparency when emails are blocked due to duplicates:

• Links to the existing document that triggered the duplicate check
• Connects the email to the existing document for easy review

• Adds quick filters and labels in the inbox for finding duplicates

Reprocess action​

You can now reprocess emails without requiring them to be resent:

• Available when the original document has been deleted
• Automatically creates new transactions and sends them for extraction
• Eliminates the need to ask senders to resend documents

This is particularly useful when documents need to be processed by different team members or when the original sender isn't the authorised approver.

Required permissions​

To reprocess documents you need the following permissions:

• Reprocess permission for the relevant module
• E.g. Purchasing Reprocess

Expenses improvements​

We're making significant investments in improving the expense management experience:

Streamlined claim validation​

Claims now validate all linked expenses automatically when submitted:

• View validation issues for all expenses directly from the claim
• No need to open individual expenses to check for problems
• Configurable validation rules including:
• Matching employee records across claim and expenses
• Consistent expense types (e.g. card spend vs personal spend)

Simplified expense editing​

We've removed unnecessary complexity from the expense editing process:

• For claims in Approval status, the editability of all linked expenses is now derived from the claim milestone settings
• This is combined with unlock permissions for better control
• Eliminates the need to reopen both expenses and claims to make edits

Automatic status synchronisation​

Expense statuses now automatically update to match their linked claims:

• Expenses follow claims through approval statuses
• Automatic status updates for completed or rejected claims
• Unlinking expenses from claims automatically reopens them for further editing

Improved user experience​

Several enhancements to reduce clicks and improve workflow:

• Optional confirmation prompts for dimension summary updates
• Simplified reject function without email requirements
• Better handling of expenses without policy issues

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.

Bulk processing enhancements​

Bulk actions help you efficiently process multiple documents at once. We've improved the user experience for bulk approvals and submissions. Users can now easily deselect specific records after making their initial bulk selection, providing more precise control over which documents are processed.

This removes the need to exit the bulk submit or bulk approval modal and reselect the records for submission.

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:

• Enhanced security by automatically rejecting emails with malicious file attachments and posting notifications to the email thread
• Resolved an issue where supplier email validation was incorrectly blocking document submission even when email validation wasn't enabled
• Fixed circular delegation loops that could cause authentication and team data errors
• Improved persistence of default status settings for create and revert actions
• Enhanced synchronisation between landed cost tables and item tables, preserving custom fields while updating matching fields
• Various performance improvements to backend processing

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 November 2024
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

Dependencies​

Data Dependencies help you create smart, contextual field relationships in Zudello. When configured, they automatically limit the options in one field based on what you select in another.

We now support limiting the list of available suppliers based on the subsidiary or location chosen on a document. If you choose a subsidiary or location before selecting a supplier, we can limit the list of suppliers to only those that:

• Are listed as being available for the selected subsidiary/location, or
• Have no dependency data saved (i.e. are not subsidiary/location dependent)

These dependencies will also take effect during enrichment, which is the process after document extraction where Zudello links the relevant company (supplier or customer), item, and dimension information. During enrichment, Zudello will now check:

• If there is a subsidiary and/or location set against the lines (from a keyword document coding rule or some other business rule)
• If not, if there is:
  • A default subsidiary/location set against the inbox the document was received by (emailed documents only), or
  • A default subsidiary/location set against the user who created or uploaded the document

If the above rules produce a single subsidiary/location, when linking a company we'll filter to only those companies that are:

• Listed as dependent on the subsidiary/location, or
• Listed as having no dependencies on subsidiary/location

If the above rules produce multiple subsidiaries/locations (i.e. there are different subsidiaries/locations on each line), we won't apply any filter when linking a company.

For more information, see Data Dependencies.

Mileage expenses​

Calculating and tracking mileage is simpler than ever with our new mileage expenses for reimbursement claims.

You can now create mileage expenses by entering the locations you've travelled to and from, and Zudello will calculate the route and distance between the two points. This distance can then be used with preset mileage rates to quickly and easily determine the value of mileage reimbursement expenses.

The new mileage expense form uses Google Maps to determine the route and distance between points. You can add multiple stops to ensure you track all required travel, without needing to process multiple mileage expenses for a single day of travel.

Validation tolerance on forms​

Validations ensure your document values are correct without the need for manual checks. Commonly used validations check for issues such as:

• Line totals that don't add up to the document subtotal or total
• Tax totals that don't match the sum of line tax amounts
• Other similar discrepancies that might indicate errors

We now support customisable tolerances on validations to account for slight rounding discrepancies and other minor differences. The default tolerance applied to all document types on Zudello V3 is $0.0201, but you can customise this for each document type in your team.

For help with adjusting the validation tolerances on your forms, please 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 resolved an issue where keyword coding rules weren't correctly applied due to case sensitivity. All keyword lookup rules are now case insensitive.
• We've restricted which modules and submodules you can select when converting a document. The following conversions are NOT allowed (structure is Existing Submodule > Converted Submodule):
  • Expenses > Mileage
  • Expenses > Claim
  • All Modules (Expenses, Sales, Purchasing, Relationships) > Requests
• We've improved exporting selections and filter behaviour when selecting module and submodule.
• We've resolved an issue with document URLs displaying incorrectly when a document was opened from the inbox. When you navigate from the inbox to a document, the URL will now refresh properly and display the URL of the document.
• When you're making a configuration change to dataset fields, we now display a warning and await confirmation before clearing data to prevent accidental deletes. This is in addition to the existing warning that displays when you change the dataset type.
• You can now view the associated tax solution on a tax rate form if the field is enabled. If you'd like to discuss enabling this field, please contact support@zudello.com.

Have an idea?

Do you have an idea for a new feature or how we can improve our current features? Please 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: 31 October 2024
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

Bulk transaction importing​

Zudello's importing feature now supports bulk transactions, allowing you to import multiple transactions at once. For more information on this feature, see Importing Records.

Creating goods receipts​

We've added functionality to simplify the goods receipting process. You can now create a goods receipt directly from a PO, and choose the quantity or amount to receive. You can also receive all remaining quantity or amount on a purchase order by clicking Receive all remaining.

For more information see Creating Goods Receipts.

Price comparison alerts​

In addition to comparing invoice unit prices against purchase order pricing, we've introduced the option to compare transaction unit prices to the purchase price or sell price of linked items.

When this feature is enabled, we'll compare the unit price (exclusive) of the transaction line to the purchase price (purchasing module) or sell price (sales module) of the linked item where one exists. An icon will appear next to the unit price column to indicate whether the price matches. You can hover over the icon for more details on the comparison.

Zudello uses the tax exclusive unit price for the comparison, regardless of whether the unit price on the invoice is tax inclusive or exclusive.

The comparison is calculated in the background once you save a transaction. Consequently, comparisons may not display until after you've saved the transaction.

Comparisons are displayed as warnings only and can't be used to prevent a transaction from being submitted.

Please contact support@zudello.com to discuss enabling this feature for your team.

Expense/claim handling improvements​

We've improved several processes to reduce expense/claim discrepancies and improve transparency.

Prevent deletion of linked records​

We now prevent deletion of certain records, even for users with delete permission. The following records can no longer be deleted:

• Expenses that have been linked to a claim
  • You need to reopen the claim, unlink the expense, and then delete the expense
• Expenses that have been linked to a payment
  • You need to reopen both the expense and the payment into User Review status, and unlink them via the reconciliation screen
• Payments that have been linked to an expense
  • You need to reopen both the expense and the payment into User Review Status, and unlink them via the reconciliation screen

Restrict users reopening completed expense transactions​

We've introduced a new user permission called Revert completed. Only users with this permission enabled can revert or reopen transactions in a complete-type status (e.g. Completed).

By default, this permission is disabled for all user groups.

Improve audit logs​

When a claim is submitted, the associated expenses are set to Closed status. We now show an audit log entry against the expense when this status change occurs.

Calculate claim totals​

When expenses are added, edited, or removed from claims, we recalculate and refresh the claim lines automatically. Previously, we relied on front end calculations to update the claim totals. We've now introduced backend processes that calculate the claim total, tax, and subtotal. This ensure that the claim totals are always kept up-to-date and correct.

Resolutions

Performance improvements for approving, rejecting, and force approving​

We've made several performance improvements to approval-related actions. You may notice increased speed when approving, rejecting, and force approving documents.

Exporting original files​

We've resolved an issue where files weren't bulk downloading correctly when multiple resources shared the same file name. We now append the transaction UUID to the file name when downloading in bulk to ensure that each file name is unique and downloaded correctly.

Allocation messaging​

To avoid any confusion around the newly introduced item price comparison, we've improved the hover messaging for price comparisons when allocating transactions. We now include the submodule name in the hover message to provide additional clarity to the comparison.

E.g. Purchase order price comparison displayed on an invoice

E.g. Receipt price compaison displayed on an invoice

Automation error​

An automation error was occasionally displayed in the automation log for some resources. The error was not caused by or the cause of an automation failure; it was simply a cosmetic error that was displayed. We've now identified and resolved the root cause of the issue.

Have some ideas?

Do you have an idea for a new feature or how we can improve our current features? Please 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.