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Glossary

Key terms and definitions used throughout EZ Cloud.

A​

Approval Limit​

The maximum invoice amount a user is authorized to approve. In Essentials, limits are set per supplier. In Enterprise, limits (called thresholds) are set per user.

Approval Threshold​

(Enterprise) The maximum invoice amount a user can approve, regardless of supplier. See also: Approval Limit.

AP (Accounts Payable)​

The department responsible for processing and paying vendor invoices.

Attestation​

A confirmation step in Enterprise workflows where an approver certifies the invoice meets specific criteria before advancing.

B​

Batch Mode​

An upload method for processing multiple invoices from a single PDF. Users assign pages to individual invoices before processing.

C​

Capture​

The process of getting invoices into EZ Cloud—via email, upload, supplier portal, or scanner.

D​

Dashboard​

The main landing page showing real-time metrics, pending invoices, and recent activity.

Delegate​

A user designated to receive another user's invoices during their Out of Office period.

Delta Sync​

(Enterprise) An incremental sync that fetches only suppliers changed since the last sync, rather than all suppliers.

Duplicate Detection​

Automated validation that checks if an invoice with the same number and supplier already exists in the system.

E​

Enterprise​

EZ Cloud Enterprise—the product edition with ERP integration, configurable workflows, and advanced features.

Essentials​

EZ Cloud Essentials—the standalone product edition with built-in supplier management and Supplier Portal.

Exception​

An invoice that requires special handling outside the normal approval flow—such as missing information, supplier issues, or specialist review.

Exception Handler​

A user assigned to resolve specific types of exceptions (e.g., Request Information, Supplier Maintenance, Specialist).

Export​

The process of sending approved invoice data to an ERP or financial system for payment processing.

Extraction​

The AI-powered process of reading invoice documents and pulling out header and line item data automatically.

F​

Field Definitions​

(Administration) Configuration settings that control which fields are displayed, required, or exportable in the invoice interface.

Full Sync​

(Enterprise) A complete sync that fetches all suppliers from the ERP system, regardless of changes.

G​

GL (General Ledger)​

The master accounting record. GL codes categorize expenses for financial reporting.

GL Definitions​

(Administration) Pre-assigned GL codes for specific suppliers, automatically applied when invoices are received.

H​

The top-level invoice information: supplier, invoice number, date, total amount, etc. Distinct from line items.

I​

Inbox​

(Enterprise) The main invoice queue showing tasks assigned to you, organized by workflow and role.

Invoice Lines​

Individual line items on an invoice showing products/services, quantities, prices, and amounts.

K​

KVP (Key-Value Pairs)​

Data extracted from invoices where the AI identifies labels (keys) and their corresponding values. Used to populate fields during review.

L​

Line Distribution​

(Enterprise) Splitting a line item's amount across multiple GL accounts or cost centers.

Load from PO​

(Enterprise) Importing line item data directly from a purchase order into the invoice.

M​

Manual Entry​

Data entered by a user rather than extracted automatically by AI. Fields show "Manual" label after correction.

N​

Non-PO Invoice​

An invoice without an associated purchase order—typically used for recurring expenses, utilities, or services ordered without a PO.

O​

OCR (Optical Character Recognition)​

Technology that converts images of text into machine-readable text. Used during invoice extraction.

Out of Office (OOO)​

A status indicating a user is temporarily unavailable. Invoices are automatically delegated to a designated backup.

P​

PO (Purchase Order)​

A document authorizing a purchase from a supplier. PO invoices are matched against the original order for validation.

PO Match​

Validation that compares invoice data against the original purchase order to verify amounts, quantities, and terms.

Q​

Queue​

A list of invoices assigned to a user or role for processing. Users work through their queue to review and approve invoices.

Queue Assignment​

(Enterprise) Configuration that determines which workflow queues a user can access based on their role.

R​

Routing​

The process of assigning invoices to appropriate approval queues based on rules (amount, supplier, department, etc.).

S​

Supplier​

A vendor who provides goods or services and submits invoices for payment.

Supplier Portal​

A web interface where suppliers can upload invoices directly and track their status—available in EZ Cloud Essentials.

Supplier Site​

(Enterprise) A specific location or division of a supplier, synced from the ERP system.

Supplier Sync​

(Enterprise) The process of updating EZ Cloud's supplier database from the ERP system.

T​

Three-Way Match​

Validation comparing three documents: Purchase Order, Receipt, and Invoice. Ensures goods were ordered, received, and billed correctly.

V​

Validation​

Automated checks performed on invoices—duplicate detection, supplier matching, PO matching, amount verification, etc.

Void​

(Enterprise) Permanently delete an invoice task from the system.

W​

Workflow​

(Enterprise) A configured sequence of approval stages that invoices pass through before export. Different workflows may apply to different invoice types.

Workflow Stage​

(Enterprise) A single step in a workflow where specific users or roles review and approve invoices before advancing to the next stage.