William follows guidance the way a new team member follows a brief, so a small rewording usually fixes it. Here's how to check that guidance worked, and what to try if it didn't.
Check your guidance worked
Open the next two or three documents the guidance applies to.
For category, tracking category or tax type, hover over the sparkle icon next to the field. Reasoning shows what drove William's choice, such as a supplier rule, your guidance, similar documents or William's own judgement.
For descriptions and other fields, read the field itself. Check that the invoice number, date or reference is there.
If the result isn't right, try the checks below.
If guidance isn't being followed
Go through these in order:
A supplier rule sets the same field – supplier rules always overwrite other predictions. Clear that field in the supplier rule. See our article: Create contact and supplier rules.
The document was uploaded before the guidance – guidance only applies to documents uploaded after you save it. Edit the document directly.
Your history points the other way – if past documents were published differently, William may need two or three documents to switch. Correct them as they come in.
The wording is unclear – name the supplier and category with @, say where the value is on the invoice, or show the format you want. See our article: Write guidance William can follow.
Still not right? If it happens once, correct the document. If it keeps happening, reword the guidance.
Use the right tool for the job
Guidance works on the fields of bills and receipts, on line items when you ask, and on auto-publish. For other jobs, use these:
For this job | Use |
Matching a document to a supplier contact | A supplier rule |
Converting a foreign currency into pounds | Edit the document. If an invoice shows several currencies, guidance can tell William which one to select. |
Changing line-item values, such as quantity, unit price or line totals | Edit the document. Guidance can split, merge or group lines. |
Bank statements and sales invoices | Edit the document directly. Guidance is for bills and receipts. |
Assigning a document to a customer | The document view |
Archiving, deleting, splitting or merging files, email search, or actions inside Xero or QuickBooks | Do these directly in Apron, Xero or QuickBooks |
Reading a blurry, cropped or unreadable receipt | Upload a clearer copy |
Change or remove guidance
Changes apply to documents uploaded from then on. Documents you've already published aren't changed.
Edit – go to William AI > Guidance, click the guidance, change it and click Save.
Delete – click the three dots next to the guidance and delete it. William stops using it straight away.
One-off fixes – to change a single document, edit the document. You don't need guidance for a one-off.
Common questions
How do I change a supplier rule? Open a document from that supplier and click Add fixed rules, go to Settings > Contacts, or open William AI > Guidance > Fixed rules.
Why isn't William auto-publishing a document that my guidance says to publish? Guidance to publish is a request. William still runs every check and holds anything that doesn't pass for your review. See our article: Understand auto-publish.
What's next
Write guidance William can follow – how to add guidance and word it so William gets it right.
Create contact and supplier rules – review the rules you've set for suppliers.