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Frequently Asked Questions

Find answers to the most common questions about Magic Documents Import. Click on any question to expand the answer.

General

What is Magic Documents Import?

Magic Documents Import is a Business Central add-on developed by BC-Magic that automates document ingestion and data entry. It reads invoices, purchase orders, credit memos, and other financial documents from PDF, XML, CSV, image files, and email attachments, then extracts the relevant data and creates the corresponding records in Business Central. The add-on includes intelligent OCR, vendor matching, email invoice processing, and a review workflow to ensure accuracy.

Which versions of Business Central are supported?

Magic Documents Import supports Business Central version 23.0 and later, including both SaaS (cloud) and on-premises deployments. We recommend always running the latest version for optimal performance and compatibility. Both Essentials and Premium licenses are supported.

Do I need a separate license for Magic Documents Import?

Yes, Magic Documents Import requires a separate BC-Magic license key in addition to your Business Central license. The license is per-environment (production or sandbox). A free trial is available to evaluate the product before purchasing. Contact support@bc-magic.com or visit our contact page for license inquiries.

Documents & Formats

What file formats are supported?

Magic Documents Import supports the following file formats:

  • PDF — Both native (text-based) and scanned PDFs with OCR processing
  • XML — Structured e-invoice formats including UBL, PEPPOL, and ZUGFeRD
  • CSV — Comma-separated value files with configurable column mapping
  • Images — JPEG, PNG, and TIFF with OCR processing
  • Email — EML and MSG formats with automatic attachment extraction
What types of Business Central documents can be created?

Magic Documents Import can create the following document types in Business Central:

  • Purchase Invoices
  • Sales Invoices
  • Purchase Credit Memos
  • Sales Credit Memos
  • Purchase Orders
  • General Journal Entries

The system automatically detects the document type based on the content, or you can specify the default document type in the configuration settings.

Can Magic Documents Import handle multi-page documents?

Yes. Magic Documents Import handles multi-page PDFs and TIFF files seamlessly. The system analyzes all pages to extract header information and line items across page boundaries. If a single PDF contains multiple separate invoices, the system can split them into individual documents when the document separation feature is enabled in configuration.

What languages are supported for OCR?

The built-in OCR engine supports 40+ languages, including all major European languages, Chinese, Japanese, Korean, and Arabic. You can set a primary language or use the auto-detect mode for multilingual environments. When using Azure AI Document Intelligence, additional languages and higher accuracy are available.

Email Processing

How does email invoice processing work?

Magic Documents Import monitors a dedicated email mailbox for incoming invoices. The process works as follows:

  1. The system polls the configured mailbox at your set interval (default: every 5 minutes)
  2. New emails are detected and their attachments are extracted (PDF, XML, images)
  3. Each attachment is processed through the document recognition engine
  4. Extracted data is matched against vendor records in Business Central
  5. Documents appear in the Import Worksheet for review, or are auto-created if confidence thresholds are met

The sender email address is also used as an additional signal for vendor matching, improving accuracy for email-based invoices.

What email formats and providers are supported?

Magic Documents Import works with any email provider that supports IMAP or the Microsoft Graph API:

  • Microsoft 365 / Exchange Online — Recommended. Uses Microsoft Graph API with OAuth2 for secure access.
  • Exchange Server (on-premises) — Supported via IMAP or EWS.
  • Gmail / Google Workspace — Supported via IMAP with app passwords.
  • Other IMAP providers — Any standard IMAP-compliant email server.

For direct file import, EML and MSG email file formats are also supported.

How do I set up auto-forwarding for vendor invoices?

You can set up auto-forwarding rules in your email system to route invoices to the Magic Documents Import mailbox automatically:

In Microsoft 365 / Outlook:

  1. Go to Outlook > Settings > Mail > Rules
  2. Create a new rule with conditions like "from specific vendor" or "subject contains invoice"
  3. Set the action to "Forward to" your Magic Documents Import email address

In Exchange Admin Center (for organization-wide rules):

  1. Create a transport rule to copy or redirect emails matching specific criteria
  2. This is useful for routing all emails from known vendor domains to the import mailbox

Alternatively, you can instruct vendors to send invoices directly to the dedicated import email address.

Data & Security

How is my data protected?

Magic Documents Import processes all data within your Business Central environment. Documents are processed locally (in your BC tenant or on-premises server) and are not sent to external servers. When using the built-in OCR engine, all processing occurs within the BC runtime. If you opt to use Azure AI Document Intelligence, data is processed within your Azure subscription and region of choice, subject to Azure data protection policies.

Is Magic Documents Import GDPR compliant?

Yes. Magic Documents Import is designed with GDPR compliance in mind. All document data is processed and stored within your Business Central environment, subject to your existing data residency and protection policies. The extension does not transmit personal data to BC-Magic servers. Processed document files can be automatically deleted after a configurable retention period. For full details, please refer to our Privacy Policy.

Where is document processing performed?

By default, all document processing occurs within your Business Central environment — either in your SaaS tenant (hosted by Microsoft in your region) or on your on-premises server. If you choose to use Azure AI Document Intelligence for enhanced OCR, you control the Azure region where processing takes place. No data is sent to BC-Magic infrastructure.

Pricing

How much does Magic Documents Import cost?

Pricing for Magic Documents Import depends on your environment size and requirements. Please contact us or email support@bc-magic.com for a personalized quote. We offer flexible licensing options including monthly and annual subscriptions.

Is there a free trial available?

Yes. Magic Documents Import is available with a free trial period through Microsoft AppSource. The trial gives you full access to all features, including email invoice processing, so you can evaluate the product in your own environment before making a purchase decision. No credit card is required for the trial. Contact support@bc-magic.com to get started.

Technical

How accurate is the data extraction?

Accuracy depends on the document type and quality. For structured digital documents (XML, e-invoices), extraction accuracy is effectively 100%. For native PDFs (text-based), header field accuracy is typically 95–99%. For scanned documents and images, accuracy ranges from 85–95% depending on scan quality and document layout. Using Azure AI Document Intelligence can improve accuracy for scanned documents by 5–10%. The confidence score on each extracted field helps you quickly identify values that may need manual verification.

Does it work with Business Central approval workflows?

Yes. Documents created by Magic Documents Import are standard Business Central purchase invoices, credit memos, and orders. They integrate seamlessly with BC's built-in approval workflows. When a purchase invoice is created via Magic Documents Import, it enters your existing approval chain just like a manually created document. You can also configure Magic Documents Import to set the document status to "Pending Approval" upon creation.

Can I create custom field mapping rules?

Yes. Magic Documents Import supports custom field mapping rules for advanced scenarios. You can define rules that map specific extracted values to Business Central fields, set conditional defaults, or apply transformations. For example, you can map a vendor's custom item codes to your internal item numbers, or route documents to specific dimensions based on the vendor or document content. Custom mappings are configured in the MDI Field Mapping page, accessible from the Magic Documents Import Setup.

Support

How do I get help with Magic Documents Import?

BC-Magic provides multiple support channels:

  • Email: support@bc-magic.com — For technical issues and questions
  • Documentation: This comprehensive documentation site covers installation, configuration, usage, and troubleshooting
  • Contact Form: Use our contact page for general inquiries, demo requests, and sales questions

Our support team typically responds within one business day.

Is training available for our team?

Yes. BC-Magic offers remote training sessions for teams adopting Magic Documents Import. Training covers installation, configuration, daily usage workflows (including email invoice processing), and administrator best practices. Sessions are typically 1–2 hours and can be tailored to your specific needs. Contact support@bc-magic.com to schedule a training session for your team.

Still Have Questions?

Our team is happy to answer any questions about Magic Documents Import. Get in touch and we will get back to you within one business day.

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