Scan a bill to fill an expense

Photograph or upload a supplier bill and InvoBill pre-fills the expense for you to check. Multi-page bills and unknown suppliers are handled.

Bill scanning reads a photo or PDF of a bill and fills the expense form for you. You always review before saving.

The bill image is sent to an AI service to be read, and the feature needs internet. If you prefer images never to leave your device, an administrator can switch the feature off (see the last section).

Scan one bill

  1. Go to Purchases > Expenses.
  2. Tap Add Expense. The Add Expense window opens. (On an empty page you can tap Scan bill instead, which opens the same window.)
  3. In the window, tap Scan Bill (OCR) / Add Page. Take a photo with your camera or choose a file.
  4. The button says Scanning... while it works.
  5. The date, amount, vendor and description are filled in. These are the fields to check first, because they are marked as lower-confidence.
  6. Correct anything that looks wrong, and choose the category and payment details.
  7. Tap Add Expense at the bottom of the window.

What you see next: a message Expense added and the expense appears in your list.

A bill with several pages

After the first page is read, tap Scan Bill (OCR) / Add Page again and scan the next page. Each page's text is added to the description under Page 2, Page 3 and so on. Check the amount after the last page.

When the supplier is not saved

If the vendor on the bill does not exactly match a saved supplier, a message says No saved supplier named "..." and an Add Supplier form opens already filled in. Nothing is saved until you confirm it. Save the supplier, or close the form to continue without one.

If the scan fails

You see Failed to scan bill. Please enter details manually. Type the details yourself. A clear, well-lit, straight photo reads best.

Switch scanning on or off (administrator)

  1. Go to Settings & Admin > Settings, then the System tab.
  2. Find the AI Bill Scanning switch. Off keeps bill images entirely on the device. The scan button then reads Scan bill, enable in Settings and stays disabled.

The feature also needs the AI option to be enabled for your account by the InvoBill owner.