Scanning invoices & receipts

The scanner under AI Tools → Invoice Scanner reads a supplier invoice or an expense receipt and extracts what is on it, so a long delivery note does not have to be typed.

What it reads

Upload a photo or a PDF — multi-page is supported. It extracts the supplier, the date and document number, the totals and tax, and the individual lines with descriptions, codes, quantities and prices.

Matching to your data

Extracted lines are matched against your catalogue and the supplier against your vendor list. Anything it cannot match is shown for you to resolve, and genuinely new products can be added to the catalogue from the scan with a duplicate check first.

Turning it into a record

From a scan you can create a vendor bill, an expense, or lines against an existing purchase order. That is the point of the feature: the document arrives as a picture and leaves as a posted transaction.

Always check the numbers

Extraction is very good and not perfect. Poor lighting, a creased page, a handwritten amendment or an unusual layout all cause mistakes, and the most common is a decimal point or a transposed quantity. Check the total against the document before you commit — it takes seconds and catches nearly everything.

Getting better results

• Prefer the supplier's PDF over a photo of the printout.
• Photograph flat, in good light, with the whole page in frame.
• Crop out anything that is not the document.

Scan history

Past scans are kept, so you can see what was extracted and what it became — useful when a figure is queried weeks later.

Requirements

Scanning needs a provider key that supports vision, configured under Settings → General → AI. Without one this feature is unavailable, since there is no statistical fallback for reading a document.

Note: your business can rename menu items (Settings → POS Configuration → Menu Labels), so the names in your menu may differ from those shown here.