Extraction Settings is where you fine-tune how the AI (Credia) extracts information from the expense invoices you process in bulk. When an invoice is uploaded, Credia reads the document and pulls out details such as the property it relates to, the line items, the tax treatment, the payment reference and the due date.
Most of the time Credia gets this right on its own. Extraction Settings is for the cases where you want to teach it your preferences — so that supplier quirks, unusual property names, and your own processing rules are applied automatically on every future invoice, minimizing manual corrections.
How to open Extraction Settings
Go to Settings in the main navigation.
Select Expense invoice settings.
The page is organised into three tabs:
Tab | What it controls |
Property mappings | How extracted property names are matched to your actual properties |
Custom prompts | Extra instructions that guide how the AI reads invoices |
Creditor/Contact settings | Default preferences per supplier (payment reference, tax treatment, due date) |
Property mappings
Invoices don't always name a property the way you do. A water bill might say "12 High St Unit 4" when your property is recorded as "High Street Apartments — Unit 4". 2
Property mappings tell Credia that a particular extracted string always corresponds to a specific property in Re-Leased, so it matches correctly every time.
How it works
Learned automatically: When someone corrects the property on an extracted invoice, that correction is saved here as a mapping. The next time the same string appears, Credia applies it automatically.
Added manually: You can create a mapping yourself before an invoice ever arrives, using the + Add mapping button. These show a Manual source.
Ignored: Some strings are deliberately skipped (no property match). These show an Ignored source and display "No match — skipped".
At the top of the tab, two figures show the matching count:
Learned mappings: Total number of saved property-string mappings
Manual overrides: Mappings where a user chose a different property than the one the AI originally matched
The Property Mappings table
Column name | Description |
Extracted string | The exact text pulled from the invoice |
Mapped to property | The Re-Leased property it resolves to (blank if skipped) |
Source | Learned, Manual, or Ignored |
Last used | When this mapping was last applied |
Adding or editing a mapping
Click + Add mapping (or click the overflow menu on the property row to edit).
Enter the Extracted string - the text as it appears on invoices.
Choose the Property it should map to. (Leave it empty to have that string skipped.)
Click Save.
To remove a mapping, open its row and choose Remove. Credia will stop applying it and may re-learn a new mapping the next time a user corrects that string.
Custom prompts
Custom prompts are simple instructions for Credia AI that steer how Credia interprets an invoice. Use them when a supplier formats their invoices in a way that needs special handling, or when you want line-item descriptions written a particular way.
Each prompt can be targeted so it only applies where it's relevant - to a specific supplier, a specific invoice type, or both.
Type of prompt | Use it to influence… |
Line item description | How Credia writes the description on each extracted line item |
Property matching | How Credia decides which property an invoice belongs to |
Targeting a prompt
Creditor: Apply the prompt to one supplier only, or leave it blank to apply to All creditors.
Invoice type: Apply to Standard, Strata, Council Rates, or Water Rates invoices, or leave blank to apply to All invoice types.
This lets you write, for example, a "Water Rates" prompt for a specific water authority without affecting any other supplier or invoice type.
Field | Description |
Name | Your label for the prompt |
Creditor | The targeted supplier, or All creditors |
Invoice type | The targeted type, or All |
Prompt | A preview of the instruction |
Example | Show Credia what a good output looks like |
Status | Enabled or Disabled |
Adding a prompt
Click + Add prompt.
Give it a Name (something recognisable, e.g. "Sydney Water standard line item descriptions").
Optionally choose a Creditor to limit it to one or more specific suppliers.
Choose the Prompt type (Line item description or Property matching).
Optionally choose an Invoice type to narrow it further.
Write the Prompt — a clear instruction (10–5,000 characters).
Optionally add one or more Examples.
Click Save.
Example prompts
A strong prompt tells Credia: (1) where on the invoice to find the data, (2) what format it appears in, and (3) how to reformat it in the output. The more specific, the more accurate. Always provide an example of the desired output.
Water Rates
Prompt: "Look for the date range linked to 'Fixed charges'. It will appear as '01 Nov 25 to 28 Feb 26'. Reformat as 'Water Rates DD/MM/YYYY – DD/MM/YYYY'." Output: Water Rates 01/11/2025 – 28/02/2026
Council Rates
Prompt: "Start with 'Council rates for' followed by the full property address. Find the rating period under 'Rate period' or 'Instalment period' and reformat as DD/MM/YYYY – DD/MM/YYYY." Output: Council rates for 1 Bowmont Lane, Hawthorn VIC 3122, 01/10/2025 – 31/12/2025
Strata
Prompt: "Start with 'Strata levy for'. Find the strata plan number (e.g. SP 6078). Find the levy period and reformat as month and year only." Output: Strata levy for SP 6078, November 2025 – January 2026
Enabling, disabling, and removing prompts
Use the prompt row overflow menu to Enable or Disable a prompt. Disabling it stops Credia using it without deleting it, handy for testing or for seasonal rules.
Choose Remove to delete a prompt permanently.
Tip: Because prompts can be turned off, you can experiment safely. If a new prompt isn't helping, disable it rather than deleting it, and compare results.
Creditor settings
This tab stores default extraction preferences for each supplier (creditor). Once set, Credia applies these defaults automatically whenever it processes an invoice from that supplier so you're not correcting the same three things on every bill.
The settings you can control
Payment reference priority: Suppliers can include several reference numbers on an invoice. The payment reference you want to include automatically may vary. Drag the reference types into your preferred order, and Credia will use the first one it finds on the invoice. The options are:
Payment reference
Invoice number
Account number
BPAY CRN
Line amount type: Tells Credia how the supplier's line amounts are stated for tax. This will over-ride any other settings related to the creditor.
Tax inclusive
Tax exclusive
Due date offset days: The number of days after the invoice date that payment is due. Credia uses this to calculate the due date automatically (for example, 14 means "due 14 days from the invoice date").
Line item consolidation: For some invoices you may want to remove the line item details and consolidate the line item description into a single line. For others you may want to retain the line item details broken out
Adding a creditor setting
Click + Add setting.
Choose the Creditor/s (leave blank to set the global default).
Drag the Payment ref priority items into your preferred order.
Choose the Line amount type.
Enter the Due date offset days.
Click Save.
To change or remove a setting later, open its row and choose Edit or Remove.2
How it all fits together
When an expense invoice is processed, Credia works through your settings in the background:
Reads the invoice and extracts the raw details.
Applies any custom prompts that match the supplier and invoice type, shaping how line items and property matching are handled.
Resolves the property using your property mappings — applying a learned or manual mapping if one exists.
Applies the creditor's defaults — payment reference priority, tax treatment, and due date offset (falling back to the global default where no supplier-specific setting exists).
Every correction your team makes feeds back into this system, so accuracy improves the more you use it.
Good practice
Start with your highest-volume suppliers. A handful of creditor settings for the suppliers you see most often will remove the majority of repetitive corrections.
Let learning do the work. You don't need to pre-build every property mapping — corrections your team makes are captured automatically.
Keep prompts specific. Target prompts to a creditor and/or invoice type so they only fire where they're needed.