At FabricAI, we have been studying the header problem for over 8 years: how to automate as accurately as possible the adding of posting targets (dimensions/cost centers/tracking objects) to purchase invoices with the help of AI. The research has used millions of purchase invoices from Norway and Sweden as well as, of course, Finland. This article summarizes the key learnings and instructions for succeeding in this topic.
For clarity, in this article we will hereafter call the adding of posting targets dimensioning and we will talk about a single posting target as a dimension. In addition, if, for example, the profitability of projects is being monitored, then
Dimension = header level, such as Project
Subdimension = a single project under the header, e.g. Business Finland
Why is dimensioning done?
The purpose of dimensioning is to break down accounting data to a more detailed level than external accounting (such as posting) so that, for example, costs related to a certain project, department, and person can be monitored and thereby obtain more detailed information on, for example, profitability or obtain data for re‑billing. We strongly recommend dimensioning for everyone who wants to understand their business costs and profitability at a more detailed level. There is therefore often a genuine business need behind dimensioning.
Can AI help with dimensioning?
The short answer is yes. AI can break down data to a level that would never make sense for a human to do. In FabricAI, you can enable dimensioning by following the instructions mentioned here.
However, it must be noted that unfortunately AI is not a magic wand that can in all cases be poured into the current dimensioning process and then be expected to produce excellent results. In FabricAI, good results are basically achieved in three different ways
a) By following the instructions in this article
b) By following the instructions in this article partially and using the “Help AI” feature
c) By using only the “Help AI” feature extensively
Steps to the best results
Examine the purpose of the dimension
Regardless of whether it is a new dimension that you are just starting to track OR a dimension that has been tracked for a longer time, we always recommend starting from the bigger picture:
What do we want to know?
According to our research, dimensions can roughly be divided into four areas:
Projects (e.g. units, initiatives, locations)
Departments (e.g. business lines, regions, teams, functions)
People (primarily the company’s employees)
Assets (e.g. real estate)
Is the information still relevant for our business?
It goes without saying that you should not do something that is not needed
Especially for newly established dimensions: do we need dimensioning to obtain the information, or could the information already be available, for example, through G/L accounts or some existing dimension?
NOTE! As a rule, it is not advisable to use accounts for more detailed internal accounting needs, even if it might feel logical. For example, a Business Finland project cannot be its own account, because such costs need both a posting and an internal accounting identifier (=dimension).
Check how the dimension is determined
In order for AI to help with dimensioning with high accuracy without a single help instruction, the determination of the dimension must be something that can be explained easily and simply, for example, to a summer trainee in accounting. It must be completely clear to the trainee on what basis an invoice/invoice line is assigned to each subdimension.
The most straightforward approach is to decide on a logic where
Each subdimension is given its own code, for example, a Business Finland project starting in 2026 could be given the code “BF2026”. The code should be longer than five characters and it should preferably contain both numbers and letters. The code should also be unique across all subdimensions in the company. This code should either be exactly the subdimension name in the accounting software or at least part of the name.
Why at least five characters? Short codes, such as “12” or “101”, are very often found on invoices in dates, amounts, or account numbers. A long and unique code ensures that the “match” made by AI is statistically significant and not a coincidence.
This code is requested from the supplier to be added on the invoice
If the code is found
On its own somewhere on the invoice -> the entire invoice is assigned to the corresponding subdimension
On an invoice line -> the corresponding subdimension is assigned to that posting line
Ensure invoice data quality together with orderers and suppliers
As mentioned above, it is very important to ensure that the supplier really adds the subdimension code to the invoice. In our experience, suppliers are generally very cooperative in these matters. However, the most important thing is to instruct and require the people ordering goods/services to always provide the supplier with this information referring to subdimensions at the time of ordering, with clear instructions
From this perspective, invoices can be divided into two categories:
The invoice concerns only one subdimension – in this case, it is enough that the code is added somewhere on the invoice
The invoice concerns several subdimensions (e.g. a consolidated invoice) – in this case, it is critical that the subdimension code is added to every invoice line (not as subheaders, but to every line)
Deactivate subdimensions that are no longer needed
If subdimensions that are no longer in use are left active in the accounting software, this unfortunately confuses how AI works. We recommend deactivating from the accounting software the subdimensions that have become unnecessary
NOTE! In order for the subdimension code to be found in the purchase invoice with good accuracy, it is highly recommended that the invoice is an e-invoice. If your domestic suppliers are not yet sending e-invoices, remember that the company has a statutory right to require only e-invoices and therefore leave paper and email invoices unpaid. You can read more about the topic (in Finnish) for example here: https://netvisor.fi/blog/verkkolaskulaki-oikeuttaa-ja-velvoittaa/
Verkkolaskuosoite.fi is a handy service where you can directly direct your suppliers to look up your e-invoice address.
This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.