What are Business Entities?
Business entities represent the companies, organizations, or individuals that appear as recipients or merchants on your receipts and invoices. They help you organize and categorize your financial documents by linking them to specific business relationships.
How Business Entities Work
Automatic Entity Creation
When Receiptor AI processes your documents, it automatically:
Extracts recipient information from receipts and invoices
Uses AI matching to check if this business already exists in your account
Creates new entities when no confident match is found
Links documents to the appropriate business entity
Smart Matching System
Our AI system uses advanced matching to avoid duplicates:
Similarity search finds potentially similar businesses
AI analysis determines if extracted recipient data matches existing entities
High confidence threshold (80%+) ensures accurate matching
Context awareness keeps personal and organization entities separate
Where You'll See Business Entities
In Document Views
Document details show which business entity each receipt/invoice is associated with
Entity dropdown allows you to change associations manually
Filter documents by specific business entities
In Rules Builder
Create automation rules based on business entities
Set up automatic categorization, forwarding, or integration actions
Apply rules to documents from specific businesses
In Settings
View and manage all your business entities
Edit entity information (name, address, contact details)
Merge duplicate entities if needed
Common Questions
Q: Why do I see different entities in documents vs. rules?
A: This typically happens when entities exist in different contexts (personal vs. organization).
Q: Can I manually create business entities?
A: Yes! Go to Settings → Business Entities to add new entities or edit existing ones.
Q: What if the AI creates duplicate entities?
A: Our AI system is designed to prevent duplicates, but if you find any, you can merge them in Settings → Business Entities.
Q: Why wasn't my document linked to an existing entity?
A: The AI only links documents when it's highly confident (80%+ match). If the business information on your document differs significantly from existing entities, it will create a new one to avoid incorrect associations.
Best Practices
✅ Review new entities periodically in your settings
✅ Update entity information to improve future matching accuracy
✅ Use consistent business names across your accounting systems
✅ Merge duplicates when you find them to keep your data clean
Need Help?
If you're seeing unexpected entity behavior or have questions about how business entities work in your specific setup, reach out to our support team. We're here to help optimize your document processing experience!