In this guide, you will learn how to set up the AI Agent, control its suggestions, and what information it uses for precise postings. Ideally, you set this up before you process your first documents to benefit directly from the automation.
Prerequisites
- Activation: The Kontera AI Agent must be activated in the corresponding organization.
- Chart of Accounts: Your chart of accounts should be based on the logic of the Swiss SME chart of accounts.
Step-by-step guide
1. Activate AI Agent
- In Kontera, navigate to Settings > AI Agent.
- In the Addons section, activate the AI Agent option.
- Once this option is activated, the AI Agent automatically processes new documents and creates dynamic posting suggestions.
2. Store company context
The more accurately the AI Agent knows your company, the more precise its account assignment suggestions will be. Instead of defining individual rules for every situation, you describe your company centrally in the company context:
- Go to Settings > AI Agent > Company context.
- Fill in the following fields:
- Company purpose: Describe briefly and precisely the main activity and goal of your company.
- Products manufactured by the company: If your company manufactures products, create a detailed list (ideally including the raw materials used, e.g., leather and rubber sneakers).
- Products traded: List all products that you purchase and resell unchanged.
- Description of services: Summarize the services that your company offers.
Good to know: If the company purpose is missing, the AI Agent acts more cautiously with direct cost accounts. A fully completed context noticeably improves accuracy!
3. Adjust account assignment
- Under Settings > AI Agent > Account assignment, you can control in which areas the AI Agent is allowed to make postings (e.g., material purchase, purchase of merchandise, purchase of services).
- Using an optionally stored capitalization threshold, you define the amount above which acquisitions are capitalized instead of being posted directly as an expense.
4. Use context-based information
The AI Agent not only analyzes the document itself, but also includes additional context:
- Handwritten notes: Notes directly on the document (e.g., "customer gift" or "staff event") are automatically recognized.
- WhatsApp comments: For documents forwarded via WhatsApp, the agent processes accompanying texts (e.g., "catering customer Zurich").
- Email content: When you forward documents by email, the agent analyzes the email text (e.g., "invoice for rental car business trip Basel").
5. Check and approve posting suggestions
- Open a processed document in the detail view.
- The posting suggestion of the AI Agent is recognizable by the blue Kontera AI icon.
- Check the suggested account as well as the VAT rate (the agent automatically takes into account the VAT liability of your company according to the base data).
- Below the account assignment, you will find the AI Agent's explanation of why this account was chosen.
- Confirm the posting or adjust the values if necessary.
Note for existing users (From work instructions to Skills):
If you have worked with work instructions so far: The system is continuously being switched over to predefined Skills (under Settings > AI Agent > Skills). Specific automations (e.g., assignment of default bank accounts or reading out invoice numbers) will be controlled directly via the corresponding Skills in the future. Outdated articles on the old work instructions will be gradually archived or redirect directly to this guide.
Important: Global posting rules (e.g., "catering always to account 4400") must be entered in the Skill settings of the "Account assignment" Skill. They must never be entered in the general company context, as this can lead to errors in the posting!
FAQ & Troubleshooting
Why does the AI Agent suggest an incorrect account?
Check whether the Company context under Settings > AI Agent is sufficiently filled out with the correct new designations (e.g., "Products manufactured by the company"). If information is missing, the agent lacks important foundations for correct assignment.
How does the agent remember corrections or queries?
If the agent asks you a question in case of ambiguities or if you correct a suggestion, the system saves your decision. Future, similar documents will be automatically processed based on this feedback ("resolved once, remembered forever").
Can the AI Agent process documents without activation?
No, the function must be activated as AI Agent in the Addons of the respective organization.