Introduction
With AI booking, you adjust the transaction proposal with instructions in plain language. In this article you'll find example instructions per transaction field that you can copy and adapt to your own situation. Want to know how AI booking works first? Read the article Automatically propose transactions with AI booking.
Which fields can AI booking fill in?
In the first version, AI booking can fill in six transaction fields. With an instruction, you decide how AI booking fills in these fields.
Transaction field | What you set with an instruction |
Ledger account | Which ledger account an invoice or invoice line is booked on. |
VAT code | Which VAT code is used, also when you deliberately deviate from legislation. |
Amount | Which amount goes on a transaction line. |
Description | Which text is used as the description of the transaction. |
Date | Which date is used as the booking date. |
Invoice number | How the invoice number appears in the transaction. |
You can also use an instruction to split invoice lines into several transaction lines, merge them into one transaction line or add transaction lines yourself.
Tip: the examples use ledger account X or the name of a ledger account, such as ledger account Rent. In your own instruction, use the name or number of the ledger account as it appears in your chart of accounts.
Instructions for the ledger account
With an instruction for the ledger account, you decide which ledger account an invoice or invoice line is booked on.
Example instruction | Suitable level |
'Always book invoices on ledger account Rent.' | Account |
'Always book Jumbo and Albert Heijn on ledger account Representation costs.' | Company |
'Book fuel receipts on ledger account Fuel costs.' | Company |
'Book invoices from energy suppliers on ledger account Gas, water and electricity.' | Company |
'Book invoices with the word training or course on the invoice on ledger account Training costs.' | Organisation or company |
'If Utrecht branch is the delivery address on the invoice, book on ledger account X.' | Account or company |
'Book lines with the word licence in the description on ledger account Subscription costs.' | Account |
'If the total amount excluding VAT is lower than 450 euros, book on ledger account Office supplies. If it is 450 euros or higher, book on ledger account Inventory.' | Account |
Splitting, merging or adding lines
With an instruction, you can spread the costs of one invoice over several transaction lines or merge them instead. You can also have a transaction line added.
Example instruction | Suitable level |
'Split rent and administration costs into two transaction lines. Book the rent on ledger account Rent and the administration costs on ledger account Administration costs.' | Account |
'Book the shipping costs on a separate line on ledger account Shipping costs. Book the rest of the invoice on ledger account Purchases.' | Account |
'Book the deposit on a separate line on ledger account Security deposits.' | Account |
'Book discount lines on the same ledger account as the product the discount belongs to.' | Account or company |
'Book Entra ID and Teams together on ledger account Subscription costs.' | Account |
'Merge all lines of this invoice into one transaction line on ledger account Office costs.' | Account |
Add a transaction line with 10% of the total amount excluding VAT on ledger account Private use.
Please note: a transaction line has one VAT code. Do cost types with different VAT need to go on the same ledger account? Then ask for separate transaction lines in your instruction.
Instructions for the VAT code
With an instruction for the VAT code, you decide which VAT code AI booking uses. Without an instruction, AI booking follows standard legislation.
Example instruction | Suitable level |
'Use the VAT code that matches the VAT percentage on the invoice.' | Organisation or company |
'Always use the VAT code for VAT charged for this supplier.' | Account |
'Use the VAT code high for parking receipts.' | Company |
'Don't use a VAT code for lines with bottle deposit.' | Organisation or company |
'Don't use a VAT code for the recharged municipal taxes.' | Account |
'Book Entra ID and Teams without VAT, even if there is VAT on the invoice.' | Account |
'Book this invoice including VAT, without a VAT code.' | Account |
'Book restaurant receipts as regular purchases with the VAT code that matches the percentage on the receipt.' | Company |
Please note: if you deviate from standard legislation with an instruction, do so deliberately. AI booking follows your instruction, even when it deviates from the tax rules.
Instructions for the description
With an instruction for the description, you decide which text appears on the transaction.
Example instruction | Suitable level |
'Use the supplier name followed by the month and year of the invoice date as the description, for example Bytewerk Cloud September 2026.' | Organisation |
'Use the invoice number followed by the supplier name as the description, for example 2026-0451 Bytewerk Cloud.' | Organisation |
'Always write the description in English, even if the invoice is in another language.' | Organisation |
'Keep the description shorter than 30 characters.' | Organisation or company |
'Use Advance followed by the month and year of the invoice date as the description, for example Advance September 2026.' | Account |
'Use the period the invoice covers as the description, for example Licences 01-10-2026 to 31-12-2026.' | Account |
'Put the name of the delivery address in the description, for example Rent Utrecht branch.' | Account |
'Use the cost type followed by the quarter and year of the rental period as the description per line, for example Rent Q4 2026.' | Account |
Tip: always give an example for a description. That way AI booking knows exactly which format you mean.
Instructions for the booking date
With an instruction for the date, you decide which date AI booking uses as the booking date.
Example instruction | Suitable level |
'Always use the invoice date as the booking date.' | Organisation |
'Use the first day of the rental period as the booking date.' | Account |
'Use the first day of the month the invoice covers as the booking date.' | Account |
'Use the last day of the month of the invoice date as the booking date.' | Account or company |
'Use the invoice date plus 1 day as the booking date.' | Account |
'Use the delivery date as the booking date. If there is no delivery date on the invoice, use the invoice date.' | Account |
Instructions for the invoice number
With an instruction for the invoice number, you decide how the invoice number appears in the transaction.
Example instruction | Suitable level |
'Remove spaces and hyphens from the invoice number.' | Account |
'Always write the invoice number in capital letters.' | Organisation |
'Put JUM- in front of the invoice number, for example JUM-12345.' | Account |
'Only use the last 8 digits of the invoice number.' | Account |
'Combine the invoice number with the customer number on the invoice, for example 12345-K789.' | Account |
'If there is a credit note number on the invoice, use it as the invoice number.' | Account or company |
Several fields in one instruction
In one instruction, you can set several transaction fields at once. This is useful for an invoice that is always structured the same way, such as a rent invoice with several cost types.
Example instruction at account level:
'Split this invoice per cost type. Book the office space rent on ledger account Rent. Book the service charge advance on ledger account Housing costs. Book the parking space rent on ledger account Car costs. Book the recharged municipal taxes and the landlord's administration costs on ledger account Other costs, in two separate lines because the VAT differs. Use the VAT code that matches the VAT percentage on the invoice for each line and don't use a VAT code for the municipal taxes. Use the cost type followed by the quarter and year of the rental period as the description per line, for example Rent Q4 2026. Use the first day of the rental period as the booking date. If one of these cost types is not on the invoice, don't create a line for it.'
This instruction sets the ledger account, the VAT code, the description and the booking date. It also says what AI booking should do if a cost type is missing.
Recording office policy for all companies
Want the same agreements for all companies? Record them at organisation level. Where needed, you make an exception with an instruction at company or account level.
Example instruction at organisation level:
'Always use the supplier name followed by the month and year of the invoice date as the description, for example Bytewerk Cloud September 2026. Always use the invoice date as the booking date.'
Tips for a good instruction
Name the cost type or invoice line using the words as they appear on the invoice.
Say what should happen for each line or cost type, not only for the exceptions.
Always give an example for a description.
Say what should happen if a piece of data is not on the invoice, for example 'If one of these cost types is not on the invoice, don't create a line for it.'
An instruction has a maximum of 1,000 characters. The counter shows how many characters you have used.
Test an instruction with 'Rebook with AI' first, then save it permanently on the account.
What AI booking doesn't fill in
In the first version, AI booking only fills in the invoice number, the date, the description, the ledger account, the VAT code and the amount. Other fields, such as cost center, cost unit or project, can't be filled in with an instruction.
Instructions also don't affect account matching. Zenvoices determines which creditor belongs to an invoice through the existing system.
Frequently asked questions
Can I copy the example instructions word for word?
Yes, you can copy the example instructions word for word. Do adjust the names of suppliers and ledger accounts to your situation and your chart of accounts.
How long can an instruction for AI booking be?
An instruction for AI booking has a maximum of 1,000 characters. A counter shows how many characters you have used.
Can I have a cost center or project filled in with an instruction?
No, in the first version you can't have a cost center or project filled in with an instruction. AI booking only fills in the invoice number, the date, the description, the ledger account the VAT code and the amount.
What do I do if my instruction doesn't give the right result?
If your instruction doesn't give the right result, adjust it and test again with 'Rebook with AI'. Also check whether an assign proposal strategy rule has been applied. That rule replaces the account instructions.
At which level do I put my instruction?
The level at which you put an instruction depends on who it should apply to. An instruction for one supplier goes on the account. Agreements for all companies go at organisation level. Every example in this article shows which level is suitable.
Can AI booking also recognise data that isn’t recognized by default?
Yes. Is there a piece of data on the invoice that isn’t recognised by default, such as a reference or contract number? Then specify in your instruction that AI booking should recognise it and which field it should go in, for example ‘Include the contract number from the invoice in the description.’ You can see it under the recognised data in the transaction screen.
Keywords: AI booking, instructions, example instructions, prompt, ledger account, VAT code, amount, description, booking date, invoice number