How does the smart suggestion logic work?

How does the smart suggestion logic work in Klippa SpendControl?

In Klippa SpendControl, we define two types of fields: transaction fields & Booking Fields. If you use Klippa SpendControl to make bookings, either to your ERP or to the SpendControl API using Bookkeeping Integration you will have both fields. If you do not book from SpendControl, you will only have the transaction fields.

Transaction fields

In most Klippa SpendControl set-ups, these fields include all fields not directly related to making bookings.

Booking fields

These fields include the Booking Table & the Booking lines, respectively shown in the picture below:

Generally speaking, the transaction fields are used to make smart suggestions towards the booking fields. The next section will do a deep dive into the logic behind this.

We distinguish between two different methods of data entry in the invoice processing process: scanning invoices (OCR) and smart suggestions. The first method entails data that we fill in from the OCR scanning that we perform on the incoming invoice. Smart suggestions means that we fill data based on your use of Klippa, in combination with data that we retrieve from the OCR. 

First, it is good to know that most booking lines are not filled in directly based on OCR input, but only on suggestions. We can make these suggestions based on the OCR input.

Transaction fields we fill with OCR input:

• **Description **
• **Merchant: **Note that this is not the accounting relation / supplier from your ERP. We use this field to make a suggestion on the accounting relation / supplier from your ERP when booking
• Invoice Number
• Invoice Date
• Amount
• VAT percentage
• VAT amount
• Administration: our OCR tries to recognize the administration from the invoice

Smart suggestions

We define 2 methods of suggestions in Klippa SpendControl:

• **History suggestion: **we base a suggestion on the history of previously submitted invoices
• Merchant history suggestion: we base a suggestion on the history of previously submitted invoices with the same OCR recognized merchant

Suggestion logic

Our smart suggestions can fill fields with suggestions based on the following logic:

• Conditional X/X Logic: The same value was selected every time, for example, for all 5 invoices where OCR recognized Merchant Tesco, the Cost center “Office” was chosen
• Most used logic: from the population of selections, our system suggests the most used value

Transaction fields we fill with smart suggestions

• **Administration: **only if we do not recognize the administration from the invoice with OCR, conditional X/X Logic is applied to suggest the administration 
• **Cost center / Cost unit / Project / Category / Payment method: **these are suggested based on a merchant history suggestion

Booking fields that are filled based on history suggestions

• **Division: **suggested based on administration
• Journal: history based suggested on the division + accounting relation
• **Accounting relation: **history based suggested on the division + merchant
• General Ledger: **history based suggested on the combination division + merchant + suggested accounting relation (if applicable) + suggested journal (if applicable) **
• **Amount: **OCR based suggestion based on the amount recognized from the invoices
• **VAT code: **OCR based suggestion based on the recognized VAT percentage on the invoice, combined with your own VAT codes from ERP / Booking data

We overwrite this suggestion when Conditional X/X logic applies, based on division + merchant + percentage always selected. E.g. you book an invoice of merchant Tesco always on VAT Code 0, we will suggest VAT Code 0. 

• **VAT amount: **calculated based on amount + VAT code selected
• **Cost center, cost unit, project: **suggested based on the dimension selected in the non-booking fields

Bijgewerkt op: 23/04/2026