Frequently Asked Questions
Quick answers to common questions about EZ Cloud.
Getting Started
How do I log in for the first time?
Your administrator will send you a welcome email with your login URL and temporary password. Navigate to the URL, enter your credentials, and you'll be prompted to set a new password. See First Login for details.
What browsers are supported?
EZ Cloud supports Chrome 90+, Firefox 88+, Safari 14+, and Edge 90+. We recommend the latest version of Chrome or Edge for the best experience. See System Requirements.
Can I use EZ Cloud on my phone or tablet?
EZ Cloud is responsive and works on tablets. For mobile devices, use iOS Safari 14+ or Android Chrome 90+. The full desktop experience is recommended for invoice processing.
Invoice Processing
How do invoices get into EZ Cloud?
Invoices can enter EZ Cloud through several methods:
- Email - Suppliers send to your dedicated email address or existing AP inbox
- Supplier Portal - Suppliers upload directly and track status
- Manual Upload - You upload PDFs through the interface
- Scanner - Scan paper invoices directly
See Invoice Capture for details on each method.
How accurate is the AI extraction?
Extraction accuracy improves over time for each supplier. First invoices from a new supplier may need more corrections, but subsequent invoices from the same supplier get increasingly accurate as the system learns their format. See Invoice Data Extraction.
Why can't I see certain invoices?
If you have an approval limit set, invoices exceeding that amount won't appear in your queue. Additionally, invoices without extracted totals are hidden from users with approval limits. Contact your administrator if you need access to specific invoices.
What's the difference between Essentials and Enterprise approval workflows?
Essentials has a straightforward workflow: invoices appear in your Invoices list, you review and approve. Enterprise has configurable multi-stage workflows with role-based queues, PO matching, and ERP integration. See Invoice Approvals (Essentials) or Invoice Approvals (Enterprise).
How do I handle a duplicate invoice?
When EZ Cloud detects a potential duplicate, you'll see a warning in the validation panel. Review the potential duplicate to confirm whether it's truly the same invoice. If it's not a duplicate, mark it as "Not Duplicate" and proceed with approval.
What file types can I upload?
EZ Cloud accepts PDF, PNG, JPG, and TIFF files. Size limits: PDF (30MB), PNG/JPG (10MB), TIFF (500MB). Maximum 3,000 pages per document. See Invoice Requirements.
Suppliers
How do I add a new supplier?
Essentials: Navigate to Suppliers → Add Supplier, fill in the details, and save. Enterprise: Suppliers are synced from your ERP system. Contact your administrator if a supplier is missing.
How do I invite a supplier to the portal?
In EZ Cloud Essentials, navigate to Suppliers → find the supplier → check "Invite to Portal" → Save. The supplier will receive an email invitation. See Supplier Management (Essentials).
Why isn't my supplier showing up?
Essentials: You may need to add the supplier manually. Enterprise: The supplier may not be synced from your ERP yet. Check with your administrator or run a supplier sync.
User Management
How do I add a new team member?
Navigate to Administration → Users → Add User. Fill in their details, set their role (Admin or User), and configure any exception handling permissions. See User Management (Essentials) or User Management (Enterprise).
What's the difference between Admin and User roles?
Admin users have full access including user management, settings, and all invoices. User accounts have standard access to process invoices based on their queue assignments and approval limits.
How do approval limits work?
Essentials: Approval limits are set per supplier—a user can only approve invoices from a specific supplier up to their limit for that supplier. Enterprise: Approval thresholds are set per user—a user can only approve invoices up to their threshold amount regardless of supplier.
Profile & Notifications
How do I change my password?
Go to Profile (click your name in the top right) → Password tab → enter your current password and new password → Save.
How do I set up Out of Office?
Go to Profile → Out of Office tab → set your start/end dates → select a delegate to receive your invoices → Save. See Your Profile.
How do I stop getting email notifications?
Go to Profile → Email Notifications tab → uncheck the notification types you don't want to receive → Save.
Troubleshooting
The invoice data extracted incorrectly. How do I fix it?
Click the field with incorrect data, type the correct value, and save. Your correction trains the system to extract that field better next time for this supplier.
I uploaded the wrong document. Can I replace it?
Yes. Open the invoice, click Re-Upload, and select the correct PDF. Note that re-uploading replaces all extracted data—manual edits will be lost.
The system is slow. What should I do?
Try these steps:
- Refresh the page
- Clear your browser cache
- Check your internet connection
- Try a different browser
If issues persist, contact [email protected].
I'm locked out of my account. What do I do?
If you've entered the wrong password too many times, wait 15 minutes and try again. If you've forgotten your password, use the "Forgot Password" link on the login page. If your account has been deactivated, contact your administrator.
Still Have Questions?
- Support Portal: support.ezcloud.ai
- Email: [email protected]