Integration Mapping

Integration Mapping lets you define rules that automatically assign GL accounts, line-level segmentation, custom fields, field transformations, and more to incoming bills - driven entirely by the contents of each bill. Rules can be built manually or through WiseVision, MakersHub's AI, which analyzes your bills and generates mapping rules on your behalf. Every rule created, whether by you or WiseVision, trains MakersHub, building a coding memory that grows more precise with every transaction.

How It Works

• Rules are evaluated top to bottom using an If/Unless logic. Additionally, mappings are evaluated left to right. This means a value assigned by an earlier rule or mapping can be referenced by a later one.

• Each rule is made up of two parts:

  1. Criteria and Conditions - the requirements that determine whether a rule should apply.

  2. Mappings - the assignments to make when all criteria are satisfied.

How To Create and Manage Rules

Add and remove mapping conventions based on what your business needs tracked.

The Manage Rules button lets you add rules to your Integration Mapping. Hold Cmd+Ctrl to enter Quick Edit mode.

The Manage Criteria button lets you build upon the criteria within your rules.

Reorder rules and mappings via drag and drop. Because evaluation order determines output, rule order should reflect your intended logic - more specific rules generally belong above more general ones.

Common Use Cases

Integration Mapping becomes especially powerful when your business logic goes beyond simple one-to-one field assignments. Consider the following examples.

• Vendor routing by additional criteria: A single vendor may need to map to different vendor IDs depending on account number, ship-to, or bill-to address. Set up separate rules with the same vendor condition, each with an additional distinguishing criterion.

• Chained rules: Use an earlier rule to assign a tag or intermediate value, then reference that value in a subsequent rule to drive further assignments. For instance, assign a tag based on vendor and ship-to, then use that tag to assign a class.

Items & Categories

The Items & Categories tab seeks to answer how extracted line items should be categorized - as expenses or tied in with items. We commonly see two scenarios outlined below.

1. My Business Does Not Track Items  

   1. To mitigate MakersHub from tracking or creating items on your behalf, configure the following match-all rule which automatically assigns every line item as an expense.

      

2. My Business Tracks Items and Expenses

   1. Add rules to specify item assignments beneath the match-all.

Warning on New Item Creation

• If an extracted line is not tagged as an Expense or linked to an existing item in your ERP, MakersHub will automatically create a new item on your behalf. This is indicated by a shopping cart icon - a clear signal that no related item was found in your ERP.

  

• To control how MakersHub creates items, define your rules under the Item Creation tab within Integration Mapping. For an additional layer of control, enable Warn on New Items or Products/Services under Bill Settings to require review before any new items are created via bill approval.

Chart of Accounts

The Chart of Accounts tab outlines to which GL account expenses should be mapped.

Accounting Classes

From the Accounting Classes tab, you can reference data from your bills to automatically assign your class segmentation.

Customers/Projects

Default which customers/projects should be mapped based on the defined criteria.

Assigned Vendor + Chart of Accounts (Chained Automation)

Mapping rules are evaluated top-to-bottom and left-to-right, enabling chained logic. Here, an incoming invoice matching the Vendor Display Name "Microsoft" and its Bill-To Address is first resolved to LinkedIn as the assigned vendor - which then triggers a subsequent rule to automatically assign the Services GL account.

Advanced Use Cases

When a direct field assignment isn't sufficient, mapping values support a {{ }} template syntax. This allows you to read from any accessible field on the invoice, apply transformations, and write the result to your target field - covering calculations, string manipulation, date logic, and more. The full list of accessible fields and available functions is discoverable directly in the input.

• Type # inside a template expression to see all accessible fields.

• Type / to see all available functions.

Remove “#” From Invoice Number Extraction

Suppose your vendor sends bills with a “#” prefix to the Invoice Number. This prefix can be removed from the extraction under the Invoice Number tab by entering the following formula.

Train Invoice Date to the Statement Date

Some vendors calculate due dates from a fixed monthly statement date rather than the invoice date. This mapping shifts the invoice date to the 28th of its month, ensuring due date calculations downstream are based on the correct reference date rather than the raw invoice date.

WiseVision - MakersHub AI

Prompt WiseVision with what you need - assign GL codes, create mapping rules, consolidate logic - and MakersHub's AI agents handle the work on your behalf. What once required manual configuration now happens in seconds, training the system to apply your logic on future transactions.

Consider the following example. You receive a bill from Sysco and prompt WiseVision to assign the GL codes (click the WiseVision Wand to execute the prompt). Based on the extracted data and your available Chart of Accounts list, MakersHub will intuitively assign the accounts.

Next, turn these coding decisions into Integration Mapping rules so the system automatically applies them to future transactions. Simply tell WiseVision to create the rules, and it will remember and replicate your decisions going forward.

Navigate to Integration Mapping and validate the newly created rules.

The more you work with WiseVision and Integration Mapping, the smarter your automation becomes. Every rule you create or refine teaches MakersHub your coding preferences, vendor patterns, and account logic - building an automation layer that grows more precise over time. Rather than starting from scratch with each new bill or vendor, MakersHub draws on what it already knows about how you work, applying your established rules instantly and flagging only what's new or uncertain for your review.