> For the complete documentation index, see [llms.txt](https://docs.charted.com/ap-automation/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.charted.com/ap-automation/charted-configuration/invoice-ai/configuring-inbox-labels.md).
# Configuring Inbox Labels
## Abstract
*Labels* are account-defined tags that allow your AP team to annotate invoices in the **Charted** *Invoice AI* inbox with business-specific context — for example, `Urgent`, `Missing PO`, or `Missing Vendor`. Labels are defined once at the account level by a *NetSuite* administrator and are then available to every user who works in the inbox.
Labels are separate from system statuses. A *system status* — such as **Ready**, **Duplicate**, or **Failed** — is set by **Charted** based on how a document processed. A *label* is applied by your team to capture information the system cannot determine on its own, such as why an invoice is being held or what is still outstanding. An invoice can carry any number of labels in addition to its system status.
This article guides you through creating, managing, and applying *labels* in **Charted**.
## Prerequisites
Before you can configure *labels*, the following prerequisites must be met:
* **Administrator Role:** You must be logged in as an Administrator in *NetSuite*. Label configuration is available only to administrators.
* **New Charted User Interface:** *Labels* are available only in the new **Charted** user interface experience. If you are still using the classic interface, see [How do I enable the new Charted user interface experience?](/ap-automation/charted-faqs/platform/how-do-i-enable-the-new-charted-user-interface-experience.md) before continuing.
* **Invoice Automation Enabled:** *Invoice Automation* must be enabled in your **Charted** account. This setting is found at the top of the **Invoice Automation Settings** page.
{% hint style="info" %}
No labels are configured by default. Every new account begins with an empty label list, so labels must be created before your team can apply them to invoices.
{% endhint %}
## Creating Labels
Labels are created in the **Label Configuration** section of the **Invoice Automation Settings** page. Once created and saved, a label becomes immediately available to every user with access to the inbox.
Follow the steps below to create a label.
{% stepper %}
{% step %}
## Log into *NetSuite* as an Administrator
You must be in the **Administrator** role to access label configuration.
{% endstep %}
{% step %}
## Navigate to **AP Automation Settings**
From the *NetSuite* home screen, navigate to the **Charted** menu in the center navigation bar, then hover over **AP Automation** and select **Settings**:
{% endstep %}
{% step %}
## Open the **Invoice Automation** settings
In the settings menu on the left side of the page, locate the **Invoice Automation** group and select **Settings** beneath it.
{% hint style="warning" %}
Several sections of this page contain an entry named **Settings** — including *Payment Automation*, *Accrual Automation*, and *Developer Tools*. Be sure to select the **Settings** entry listed under the **Invoice Automation** heading.
{% endhint %}
{% endstep %}
{% step %}
## Select the **Inbox Configuration** tab
On the **Invoice Automation Settings** page, select the **Inbox Configuration** tab. It is the last tab on the right. The **Label Configuration** section appears at the top of this tab:
{% endstep %}
{% step %}
## Click **Add Label**
Click **Add Label**. A new, empty row is added to the bottom of the label list with the cursor placed in the **Label name** field:
{% endstep %}
{% step %}
## Name the label
Enter a name for the label. Label names have a maximum length of **100 characters**.
{% hint style="info" %}
We recommend keeping label names as short and specific as possible. Short names are easier to scan in the inbox, and long names are truncated when displayed as a badge on an inbox row.
{% endhint %}
{% endstep %}
{% step %}
## Confirm the label
Click the **check mark** to add the label to the list, or the **X** to discard it.
A color is assigned to the label automatically from a predefined palette. There is no option to select or change a label's color, and once assigned, the color remains fixed to that label.
{% endstep %}
{% step %}
## Save your changes
Repeat the previous steps for each label you want to create, then scroll to the bottom of the page and click **Save**.
{% hint style="warning" %}
Labels are not available in the inbox until the **Invoice Automation Settings** page has been saved.
{% endhint %}
{% endstep %}
{% endstepper %}
## Editing and Deactivating Labels
Each row in the **Label Configuration** list includes two controls on the right side of the screen:
Control
Description
:pen: (Pencil)
Renames an existing label. The label retains its assigned color and remains applied to any invoices that already carry it.
:toggle-large-on: (Toggle)
Activates or deactivates the label.
Deactivating a label removes it from the label picker, preventing users from applying it to additional invoices. Deactivating a label does **not** remove it from invoices where it has already been applied.
As with creating labels, edits to existing labels take effect only after you click **Save** at the bottom of the page.
{% hint style="info" %}
Renaming a label changes it everywhere it appears, including on historical invoices. If the meaning of a label has changed rather than just its wording, deactivate the existing label and create a new one so that prior tagging remains accurate.
{% endhint %}
## Applying Labels in the Inbox
Once labels have been configured and saved, any user with access to the inbox can apply them. Applying labels does not require the Administrator role.
Follow the steps below to apply a label to an invoice.
{% stepper %}
{% step %}
## Open the inbox
Navigate to **Invoice Automation > Inbox**.
{% endstep %}
{% step %}
## Open the document sidebar
Locate the invoice you want to tag and click the **pencil** icon at the end of its row. The document sidebar opens on the right side of the screen:
{% endstep %}
{% step %}
## Add a label
In the **Labels** section at the top of the sidebar, click **Add Label** and select a label from the list. Use the search field to filter the list when many labels are configured.
There is no limit to the number of labels that can be applied to a single invoice.
{% endstep %}
{% step %}
## Save the invoice
Click **Save**. The applied labels appear as color-coded badges on the invoice's row in the inbox.
{% endstep %}
{% endstepper %}
Labels applied to invoices can also be used to narrow the inbox. Use the **All Labels** filter above the invoice list to display only invoices carrying a specific label.
## Best Practices
* **Start with a small set.** A handful of labels applied consistently is more valuable than a long list that is difficult to maintain. Additional labels can be created at any time.
* **Describe the exception, not the norm.** Labels are most effective for invoices that require something out of the ordinary, such as a missing purchase order, a disputed amount, or an expedited payment.
* **Do not duplicate system statuses.** **Ready**, **Duplicate**, and **Failed** are already tracked by **Charted**. Reserve labels for context that **Charted** cannot determine on its own.
---
# Agent Instructions
This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com.
## Querying This Documentation
If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.
Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter:
```
GET https://docs.charted.com/ap-automation/charted-configuration/invoice-ai/configuring-inbox-labels.md?ask=&goal=
```
`ask` is the immediate question: it should be specific, self-contained, and written in natural language.
`goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal.
The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.
Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.